Privacy and GDPR Policy
1. Information about Reflexology with Vicky
Reflexology with Vicky's main trading address is:
3 Upper Northfield Close
2. What is personal data?
Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender and contact details.
Personal data may contain information that is known as ‘sensitive’ data. This may be information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to sexual orientation. Data relating to criminal convictions and offences is also considered sensitive data.
3. What information does Reflexology with Vicky collect about you?
Reflexology with Vicky collects information about you when you first contact us to use our services (whether by telephone, email, social media or through our website at www.reflexologywithvicky.co.uk) and upon your first visit for treatment or at an online / phone consultation.
Upon signing the consultation form at your first treatment or on the online form you are agreeing that Reflexology with Vicky will keep your details confidential and abide by GDPR guidelines. You also agree that Reflexology with Vicky can contact you by email or text message regarding your appointments and treatments with us. Reflexology with Vicky may send occasional marketing messages about services and availability to clients who have opted in to receiving these messages.
Personal data is collected such as:
Date of birth
Health conditions including allergies, medication, history of injuries, operations, illnesses and other body treatments currently and previously received.
Lifestyle information covering an overview of: exercise, diet, sleep and stress levels
Information on current physical state for example aches / pains / tension
If you object to the collection and use of your personal data we may be unable to provide you with our services.
4. How will we use and store the information about you?
We collect information about you in order to better understand a client’s health and lifestyle to cater our treatments to the person’s individual needs as much as we possibly can. Importantly there is also a safety element knowing how to give treatment to the client. This is based on the health information a client provides and being aware of any serious conditions that may affect the treatment. In this way we can improve the service you receive on repeat visits.
Our website www.reflexologywithvicky.co.uk is simply a public informative platform for potential clients to find out about what we do. The information you supply on our online form has no public exposure and will be sent directly to our one and only business email address: email@example.com which only I, Vicky Fox, the reflexologist and owner of Reflexology with Vicky, have secure password access to. This information will be collected by Jotforms and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at https://www.jotform.com/gdpr-compliance
The information you provide on our online form will be securely stored in our business email account and will be stored electronically (which is password protected) or, if we complete a paper form, their contact information will then be stored in a locked filing box.
If you choose to book an appointment through our online booking system please be aware that this is managed through a third party application Acuity (by Squarespace) and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at https://help.acuityscheduling.com/hc/en-us/articles/219149587-Security-Privacy-Compliance If you book via the online booking system your contact information will be stored electronically (which is password protected) and the client will be allocated a code. The client’s code will be handwritten on the contraindication form and the consultation form. These forms will then be stored in a locked filing box.
The electronic record will contain identity information including name, address, email, telephone number, date of birth, marketing and contact preferences and treatment dates. The consultation forms contain the information specified above about the client's health and lifestyle and also written notes by me about the treatment.
After booking an appointment (with over 24 hours notice) we will send you a confirmation message by email. We will also send you a reminder text message the day before your scheduled appointment. We will then send you a courtesy message post treatment to check how you are and confirm the dates / times of the next booking. If you object to Reflexology with Vicky sending you confirmation messages it may be difficult for us to provide you with our services.
Reflexology with Vicky will not share your information with other people or organisations. Only with your consent or suggestion will we consult with other medical professionals you are treated by (i.e. GP or other medical / complementary therapists) if you / we feel it would benefit the treatment you are receiving.
We would like to occasionally send you updated information about our products and services. You would have consented to receive marketing messages by opting in on the consultation form completed at your first treatment or the online form sent to you prior to your online consultation, or by agreeing to marketing messages when booking an appointment or by signing up to our mailing list. Marketing massages are sent via email using Mailchimp and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at: https://mailchimp.com/legal/privacy/#3._Privacy_for_Contacts. You may opt out of receiving marketing messages at any time via Mailchimp. If you have any questions about marketing please email firstname.lastname@example.org
6. Data retention
We will retain your personal data and continue to contact you for a period of three years after the date of your last treatment with us. You may opt out of this at any time. If you do not opt out and we do not treat you in three years we will automatically stop contacting you.
We will however keep your consultation history notes and personal data which will be securely stored. If you request for us to destroy your records we will obey. If you do not request for your information to be destroyed we will keep your documents and details for a further four years. If we do not hear from your after four years we will then safely and securely shred your information.
7. Your rights
These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:
The right to be informed about the personal data being processed;
The right of access to your personal data;
The right to object to the processing of your personal data;
The right to restrict the processing of your personal data;
The right to rectification of your personal data;
The right to erasure of your personal data; and
The right to data portability (to receive an electronic copy of your personal data).
In rare instances we may need to retain your data for longer, for example if we are in or defending ourselves in a legal dispute as required by law or where evidence exists that future potential issues may occur.
8. Access to your information and correction
If you would like a copy of some, or all, of your personal information, please speak to Vicky at Reflexology with Vicky directly. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and / or excessive, we are entitled to charge a reasonable administration fee.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
10. How to contact us
If you are dissatisfied with any aspect of the way in which we process your personal data please contact us using the details above. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). Visit www.ico.org.uk/concerns or call 0303 123 1113.