Privacy Policy | Rachel Boyden Reflex

My Contact Details

Name: Rachel Boyden

Address: 8 Farr Close, Cuckfield, West Sussex RH17 5HS

Phone Number: 07939 156171

Website: www.rachelboydenreflexology.co.uk*

The type of personal information I collect

To give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology treatments and any advice I give, because of your treatment. The information to be held on a paper consultation form is:

Your contact details
Medical history and other health-related information
Treatment details and related notes, including after care advice given, and any information you tell me, that is relevant (e.g. symptoms or health updates), for every treatment.
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How I get the personal information and why I hold it

Most of the personal information I process is provided to me directly by you for the following reason:

For informing reflexology treatments and any advice I give because of your treatment.

I use the information that you have given me to:

Provide you with the best possible treatment options, support and advice
Contact you about your appointment e.g. appointment reminder
Send you a quarterly newsletter
Your information not be shared with anyone, unless, we both agreed, for the importance of your health and wellbeing, it needed to be. Such as, a next of kin or a medical practitioner. I would get your written consent before doing this.

Lawful Basis for holding and using Client Information

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

Your consent. You can remove your consent at any time. You can do this by contacting me by phone: 07939 156171 or email: rachelboyden1@gmail.com
I have a legal obligation:
1. ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment)
2. Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
I have a legitimate interest (i.e.my requirement to retain the information 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 the AoR Code of Practice and Ethics.

Protecting your Personal Data - How I store your personal information

I am committed to ensuring that your personal data is secure. 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 have given me.

Your consultation form will have this information on it: your contact details, medical history and other health-related information, treatment details and related notes, including after care advice given, for every treatment.
‘Claims occurring’ insurance: I will keep your consultation form in a locked filling cabinet for 7 years, after the date of your last treatment with me. After 7 years, your consultation form will be shredded and disposed of. I only use paper consultation forms, I do not enter any of your personal details onto a computer.
law regarding children’s records: records to be kept until the child is 25 or if 17 when treated, then 26. After this time, forms will be shredded and disposed of.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask me for copies of your personal information.

Your right to rectification - You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.

Your right to erasure - You have the right to ask me to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask me to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that I transfer the personal information you gave me to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you.

Please contact me at rachelboyden1@gmail.com or 07939156171 if you wish to make a request.

Therapist's Rights

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 must 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 without your permission if your details are protected from being seen by others.

How to complain

If you have any concerns about my use of your personal information, please refer to my GDPR Complaints Procedure, which I can show you a paper copy of upon request at any time. There will also be a link to my GDPR Complaints Procedure on my website.