Clare Arnold Therapies

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

The GDPR brings new legal protection for personal information from 25 May 2018. This 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 at the bottom.

Who I am and how to contact me:

NAME: CLARE ARNOLD

PHONE NUMBERS – 07939946819

EMAIL: clare@clarearnoldtherapies.co.uk

WORK ADDRESS: Station Road, South Queensferry, Edinburgh, EH30 9JX

Data Controller Contact Details: Clare Arnold.

The Purpose of processing Client Data:

In order to give professional treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing the treatments I offer, and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I take basic contact details and information via my website to allow me to contact you and handle bookings.

Lawful Basis for holding and using Client Information: As a member of the Association of Reflexologists (AoR), I abide by Code of Practice and Ethics for these organisations. The lawful basis under which I hold and use your information is my legitimate interest 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 bound under the AoR Confidentiality as defined in their Code of Practice and Ethics.

What information I hold and what I do with it: In order to give professional treatments, I will need to ask for and keep information about your health. I will only use this for informing the treatments I offer, 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) Treatment details and related notes (which I may take after subsequent treatments) I will NOT share your information with anyone else (other than as required for legal process) without explaining why it is necessary and getting your consent unless it is for Child Protection purposes or the immediate safety of yourself or others in which case this is overridden.

How Long I Retain Your Information for: I will keep your information for the following periods: Claims occurring through insurance: for which I am required to keep my records for 7 years after the last treatment Law regarding children’s records: for which I am required to keep my records until the child is 25, or if 17 when treated then until they are 26.

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 I collect from you. I will contact you using the contact preferences you give me in your first contact with me, and during our first consultation, in relation to: Appointment times Reflexology information or information related to your health.

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 certain information they hold about you

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 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 data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse in other systems.

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 on the ICO's website. https://ico.org.uk/for-organisations/guide-to-thegeneral-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

Therapists Rights:

Please note:

If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you.

Your therapist has to keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed

Your therapist can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.

A copy of this document will be sent to you should you contact me via email, and a hard copy will be provided at our first treatment if you request it, in order to confirm that you have understood and accepted my privacy statement and your rights under the GDPR. All bookings made via my online booking system require you to tick the box that you have read and agree to the terms on condition of this privacy notice before you can book a treatment and attend the appointment.

As part of the new regulations I need to ask you if you are happy to receive my emails. I only have you on this email list by your personal request or through a consultation and subsequent treatments with me.

I also, for some of you have mobile numbers if you have offered them to me or have texted me regarding appointments. If you are happy remaining on my email list and my holding your contacts details then you don’t need to do anything!

If you are not interested in receiving any further correspondence via email from me then please unsubscribe by sending me an email with UNSUBSCRIBE in the subject box. I will immediately

delete you from my email list.

GDPR Complaint Procedure

GDPR Complaints Procedure

Clare Arnold Therapies

How we handle your data protection concerns

1. About This Document

This document sets out the complaints procedure for Clare Arnold Therapies (referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important: This procedure applies to GDPR and data protection complaints only.

2. Our Contact Details

All GDPR-related complaints should be directed to us using the contact details below.

Business Name

Clare Arnold Therapies

Registered Address

52 Station Road, South Queensferry, Edinburgh, EH30 9JX

Complaints Email

clare@clarearnoldtherapies.co.uk

Complaints Post

Clare Arnold , clare@clarearnoldtherapies.co.uk

Privacy Policy:

See above or available on request

3. Your Rights Under UK GDPR

You have the following rights in relation to the personal data we hold about you:

The right to access the personal data we hold about you (a Subject Access Request)
The right to rectification — to have inaccurate or incomplete data corrected
The right to erasure (‘the right to be forgotten’) in certain circumstances
The right to restrict processing of your personal data
The right to data portability — to receive your data in a structured, machine-readable format
The right to object to processing, including for direct marketing purposes
The right to withdraw consent at any time where processing is based on your consent

If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document.

4. How to Make a Complaint

Please submit your complaint in writing — either by post or by email — using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include:

Your full name and preferred contact details
A clear description of your concern and which data protection right(s) you believe have been affected
The approximate date(s) when the issue occurred
Any relevant reference numbers, correspondence or documents

5. Our Complaints Process

Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially.

Acknowledgement — within 30 days

We will acknowledge your complaint in writing within 30 days of receiving it, confirming that we have recorded it and will be investigating.

Requesting Further Information

If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why.

Investigation & Review

We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays.

Decision & Outcome

We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case).

Closure or Escalation

If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below).

6. Escalating Your Complaint to the ICO

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge.

ICO website: https://ico.org.uk/make-a-complaint/

ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)

ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF