Privacy policy

Themisoma Holistics Privacy Policy

 

Our contact details

 

Name: Themisoma Holistics

Address: 89 Institute Road,

               Birmingham

               B14 7EU

Phone number: 07563235934

Email: info@themisomaholistics.com

 

The type of personal information we collect

 

This privacy policy covers Themisoma Holistics Reflexology in order to give professional reflexology treatments and explains how we use personal data we collect from you when you use our website and/or make an enquiry regarding services on offer.  I will only use this for informing reflexology treatments and any advice I give as a result of your treatment.  The information to be held is:

 

Topics Covered:

1. What data do we collect?
2. How do we collect your data?
3. How will we use your data?
4. How do we store your personal information
5. How long are records kept?
6. Your data protection rights
7. Therapist rights
8. Lawful Basis for holding and using Client Information
9. How to contact us to request access to personal data or clinical records we hold
10. How to complain

 

1. What data do we collect?

 

Themisoma Holistics collects the following data:

• Personal identification information (name, email address, phone number) which i) is sometimes supplied in your initial email to the service; ii) may be obtained by way of a contact/enquiry form you choose to fill out when making an initial enquiry; and iii) may be invited from you when we respond to your initial enquiry.

 

• If you are a minor (under the age of 18yrs) or for some reason lack decision making capacity (e.g. due to a learning disability), we will also collect data for your parent or legal guardian (name, email address, phone number etc.).

 

Data collected by your therapist or practitioner:

• If you choose to book treatment sessions with us, we will also ask for your postal address, date of birth and the contact details for your GP. These are necessary aspects of the clinical record we hold for you. (We will additionally ask for details of your next of kin).
• Your therapist may ask questions about your history and personal context (e.g. health, family background, employment etc.), which would be part of the clinical record he/she holds for you.

 

1. How do we collect your data?

 

Data is collected in a number of ways;

• from you personally, when you contact the service (or in the case of a minor, when a parent or legal guardian contacts us) either by telephone or email
• if you fill out a contact form or chat request on the service’s website or social media pages
• if your contact details are passed to us by a third party who is referring you for services (e.g. a health insurance company, GP, private consultant/ therapist, employee assistance programme, legal representative etc).
• if you attend group sessions, workshops or open days run by Themisoma Holistics, and choose to volunteer your contact information
• if you use or view our website and your web browser allows use of cookies.

 

1.  How will we use your data?

 

We never share your data with third parties and will never sell your data to others. Our service collects your data so that we can:

• Process a referral request (e.g. so that we ensure we contact you as requested and discuss your needs)
• Keep in contact with you regarding any service provision we may offer (e.g. appointments, waiting lists etc.)
• Share your data with a named therapist or practitioner when they have been identified as the person best placed to assist you, and where you have given consent for the data to be shared
• Email you or send a newsletter with information we feel may benefit you (but only if you have opted into this process, and with the option to unsubscribe).

 

1. How do we store your personal information?

• I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure.
• I will contact you using the contact preferences you have given me.

 

1. How long are records kept?

• The Data Protection Act 1998, The Access to Health Records Act 1990 and The Medical Reports Act 1998 outline the need for Hospital records to be retained for a minimum of eight years, whilst GP records are retained for a minimum of 10 years. Themisoma Holistics keeps all clinically relevant client records for an 8 year period, after which they are destroyed using confidential waste services. The only exception is for minors, whose data needs to be kept for a minimum of 3years after the date they turn 18 years of age, at which point it is destroyed using confidential waste services. This arrangement allows us to comply with Professional Body Guidance, UK Tax Law and Indemnity Insurance Policies. 

 

• Personal contact details may be retained with Themisoma Holistics, as per the arrangements described in this privacy document, if you have opted to receive a newsletter or email updates of services, until such time that you unsubscribe from these arrangements.

 

1.  Your data protection rights?

Themisoma Holistics manages all personal data in accordance with GDPR guidelines, which provide a range of rights for individuals.  These rights include:

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us 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 we transfer the personal information you gave us 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, we have one month to respond to you.
• Please contact us at the address above if you wish to make a request

 

1. Therapist’s 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.

 

1. 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:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting – the address above
2. We have a contractual obligation
3. We have a legal obligation
   • Claims occurring’ insurance: (records to be kept for 7 years after last treatment)
   • Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
   • CNHC requirements to retain information for 8 years

 

• Personal data that we hold is destroyed or erased from our systems as per section 5 of this privacy document. If you think that we are holding out-of-date or inaccurate personal data, please let us know.

 

• If at any point you believe the personal information that we hold for you may be incorrect, or you would prefer we no longer hold this data, you can request to see the information we have in order to have it corrected or deleted. We cannot erase or destroy the clinical records we hold, and need to retain these as stipulated in section 5 of this document.

 

1. How to contact us to request access to personal data or clinical records we hold

• You may request access to any personal data or clinical record held about you within our service, by raising a SARS request. We are obliged to give access to your records within 21 days and ask that you send us a formal, written request. 

 

• Please make your request to the Data Protection Officer, Mrs Julie Bramble, in writing to info@themisomaholistics.com

 

• Any therapist/practitioner is at liberty to limited access to clinical records where the practitioner/therapist who has worked with you assesses the information could cause harm to your physical or mental health, or where information would be disclosed relating to a third person who has not consented. An individual with parental responsibility for a child has the right to view the child’s clinical records, although the therapist/practitioner who met with the child would need to take into account their confidentiality duty.

 

• The Access to Health Records Act 1990 allows client’s personal representatives and any person who may have a claim arising out of the client’s death access to their record.

 

• If you or a representative require access to clinical records for the purposes of a legal matter, the nominal charge of £20 is payable, and we can release any records held centrally within 21 days of the request. If the request is for a summary report, this will be charged at the usual fee rate we charge, which we can share at the point of request.  Please note that therapists/practitioners other than Julie Bramble will need to be approached directly, and they will be responsible for managing the access request or need for a report, as per their own policy in such matters.

 

         10.  How to complain

If you have any concerns about our use of personal information, you can make a complaint to us at the address above

 You can also complain to the ICO if you are unhappy with how we have used your data.

 The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane, Wilmslow

Cheshire

SK9 5AF

Helpline 0303 123 1113

ICO website: https//www.ico.org.uk