YOUR PERSONAL INFORMATION RELATING TO GENERAL DATA PROTECTION REGULATION (GDPR)
In May 2018 the GDPR requirements changed to include new legal protection for the holding of personal information. This statement aims to inform you of what personal data I hold, why I hold it and what your rights are.
Therapist’s Name: Melanie Howlett – Lifeflow Holistics
Telephone No: 07970 658883
Email address: firstname.lastname@example.org
Data Controller: Melanie Howlett
The Purpose of processing Client Data
As part of your treatment I will need to do a full consultation with you and also for the time being and needs be, also a full COVID 19 questionnaire (See Statement Below). When you sign your consultation you will be consenting to Melanie storing your contact details and details relating to your health. I will not share or sell this information. It will remain confidential.I will use this information relating to continued treatment and rebooking with you only. I may text, email or call you relating to a booking. Relating to COVID -19 if I am contacted by the NHS track and trace I may need to share your telephone number and name so that they can contact you.
NEW Section regarding COVID-19 2020
Since the the global pandemic 'Covid-19' which is now affecting us all in 2020, therapists are having to take into account the risks involved and change current health and safety practices. These new measure include extra data and Covid Screening forms which will need to be completed and then stored by myself or the clinic I am working in. If this pertains to a particular venue I will make you aware when we complete your application as different venues have different systems for storing information.
The extra measures will require me to make a new assessment before going ahead with treatment. This screening will remain confidential – although if the NHS track and trace get in contact following an outbreak that I or any of my clients have been affected by I may have to share your name and telephone number with your consent so they may contact you.
Clients will be required to answer COVID-19 specific questions regarding current health and possible exposure to the virus. Clients will also be asked to sign a disclaimer and consent to treatment in relation to the virus and its symptoms every subsequent visit.
The consultations may be done in a paper format but also with the use of online questionnaires wherever possible that will be sent out to be completed by email.
All of your information will be stored safely in my private practice and any paperwork/consultation which I have created will be stored in a locked cabinet
How will I use and store your information
In order to provide you with a professional service I collect information about you to determine if treatment is possible and safe and to gain your consent to having a treatment with me.
My website www.lifeflowholistics.co.uk is used as a platform to inform visitors about the treatments I provide and to make contact with me. Any contact information given on the online contact form is private and will be sent directly to my business email address which only I have access to:email@example.com.
The information you provide will securely be stored in my-business email account and once the client has attended the first session any information that is hand written will be stored in a private locked cabinet (unless it is at a clinic then the clinic system will be explained if required by you the client)
All data is currently in paper format and stored securely in a locked cabinet and locked room which only Melanie Howlett, owner of Lifeflow Holistics has key and lock access to ( again unless a clinic is involved as stated above). I do have future plans of setting up a digital back up of client information on the clinic app Cliniko and become paperless (this would be on a secure clinic software program on Melanie’s business laptop) I will inform you when I move to this clinic software.
Melanie will not share your information with other people or organisations; it is only for use by Melanie Howlett and only with your consent.
I may also hold your contact details for sending out newsletters or special offers via email, provided you have given me consent to do so.
How long will I keep your information/Data Retention
I will keep your consultation history notes and personal data which will remain securely stored for up to 5 years following your last treatment with me and then shredded and securely disposed of following the 5 years if you are no longer attending treatments with me.
Protecting Your Personal Data
I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.
I will contact you using the contact preferences you give me in relation to:
- Appointment times and alterations
- Treatment information or information related to your health COVID-19
- Newsletter, special offers and promotions in the future (you may unsubscribe from this at any time)
GDPR and Your Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access, correction and removal to your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email Melanie at firstname.lastname@example.org
If you request access to your personal data, there will not be a fee unless the request is excessive.
Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
- if you don’t agree to your therapist keeping records of information about you and your treatments, or if you prefer them not to use the information in the way they need to for treatments, the therapist will not be able to provide a service for you.
- Your therapist will legally be required keep your records of treatment for a certain period as described above, which may mean that if you ask them to erase any details about you, they may have to keep these details until after that timeframe has subsided.
- Your therapist can move your records between their own computers and IT systems, on the condition that your personal details are protected and kept private
How to Contact Melanie
Telephone - 07970 658883 Email - email@example.com
By contacting Melanie at Lifeflow Holistics you are agreeing to this Privacy Notice with regards to any online first point of contact forms and subsequent consultations required for treatment.