YOUR PERSONAL INFORMATION – GENERAL DATA PROTECTION REGULATION (GDPR)
GDPR provides legal protection for personal information from May 2018. This document tells you what
personal information I hold and why, and what your rights are. Once you have read it please complete and
sign the declaration/statement of consent at the bottom. A copy of this document will be provided to you if
you wish.
Therapist’s Name: Callie Higgs
Contact Details: Callie@soothingholistics.com
Mobile: 07733 324119
The Purpose of processing Client Data
In order to give professional holistic treatments, I will need to gather and retain potentially sensitive
information about your health. I will only use this information for informing your treatments and associated
recommendations concerning aspects of health and wellbeing which I will offer to you.
I also take basic contact details and information to allow me to contact you and handle or change bookings.
I may receive contact information from you via phone, email or via my website.
Lawful Basis for holding and using Client Information
The lawful basis under which I hold and use your information is:
a) my legitimate interests i.e.my requirement to retain the information in order to provide you with
the best possible treatment options and advice
As I hold special category data (i.e. health related information), the Additional Condition under which I
hold and use this information is: for me to fulfil my role as a health care practitioner.
What information I hold and what I do with it
In order to give professional holistic treatments, I will need to ask for and keep information about your
health. I will only use this for informing treatments and any advice I give as a result of your treatment. The
information to be held is:
Your contact details
Medical history and other health-related information (which I will take from you at first
consultation and update as and when changes occur)
Treatment details and related notes (which I will take after each treatment)
I will NOT share your information with anyone else (other than within my own practice, or as required for
legal process) without explaining why it is necessary, and getting your explicit consent.
How Long I Retain Your Information for
I will keep your information for the following periods:
- a. ‘claims occurring’ insurance: (records to be kept for 8 years after last treatment)
b. law regarding children’s records, records to be kept until the child is 26 (8 years from when they become 18)
It is a requirement of my insurance that the above data be held for the above time. After this time, your
information will be securely destroyed.
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. Your consultation forms are only available to me and at all
times except during a treatment will be locked into a secure container.
I will contact you using the contact preferences you give me in relation to:
Appointment times
Therapy information or information related to your health
Marketing
I will provide you with the opportunity to subscribe to my marketing emails which will contain details of
special offers and promotions. My marketing email system will only contain contact information (i.e. name
and email address) and will be kept separately from the personal data I hold in relation to your treatments.
You will have the opportunity to opt into my marketing emails and you will be able to opt out of my
marketing emails at any time.
Your Rights
GDPR gives you the following rights:
The right to be informed: To know how your information will be held and used (this notice).
The right of access: To see your therapist’s records of your personal information, so you know what
is held about you and can verify it.
The right to rectification: To tell your therapist to make changes to your personal information if it is
incorrect or incomplete.
The right to erasure (also called “the right to be forgotten”): For you to request your therapist to
erase any information they hold about you. This right only comes into effect once the “claims
occurring” insurance requirement has been adhered to so information cannot be deleted until 8
years following your last treatment.
The right to restrict processing of personal data: You have the right to request limits on how your
therapist uses your personal information
The right to data portability: under certain circumstances you can request a copy of personal
information held electronically so you can reuse it in other systems.
The right to object: To be able to tell your therapist you don’t want them to use certain parts of your
information, or only to use it for certain purposes.
Rights in relation to automated decision-making and profiling.
The right to lodge a complaint with the Information Commissioner’s Office: To be able to complain
to the ICO if you feel your details are not correct, if they are not being used in a way that you have
given permission for, or if they are being stored when they don’t have to be.
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 wish to exercise any of these rights, please use the contact details given above.
If you are dissatisfied with the response you can complain to the Information Commissioner’s Office ; their
contact details are at: www.ico.org.uk
My Rights
If you don’t agree to me keeping records ot information about you and your treatments, or if you
don’t allow me to use the information in the way I need to inform for treatments, I will almost
certainly not be able to treat you.
I have to keep your records for a certain period as described above, which may mean that even if
you ask me to erase any details about you, I will have to keep these details until after that period
has passed
I have the right to move your information between computers and IT systems, as long as your
details are protected from being seen by others without your permission.
Consent
I agree to this GDPR policy:
Name
Date:
A copy of this signed document will be retained with your personal information.