Melanie Allcott T/A Rebalance Wellbeing
21 Penwerris Terrace, Falmouth, Cornwall TR11 2PA
Tel: 07495 977447      Email address: melanie@rebalance.life
Data Controller contact details: Melanie Allcott, details as above

Overview

GDPR brought in new legal protection for personal information in May 2018. This tells you what personal information I gather via my website and online consultation forms, and why, and what your rights are.

The purpose of processing client data

In order to provide professional wellness coaching and reflexology sessions, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing your sessions 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. You may also opt in, via my website, to subscribe to my email list to receive newsletters.

Lawful basis for holding and using client information

The lawful basis under which I hold and use your information is: 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 wellness coach and healthcare practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.

What information I hold and what I do with it

In order to provide professional wellness coaching and reflexology sessions, I will need to ask for and keep information about your health. I will only use this for informing these sessions and any advice I give as a result. The information to be held is:

  • Your contact details
  • Medical history and other health-related information (which I will take from you at your first consultation/discovery call)
  • Session/treatment details and related notes (which I will take after each consultation)

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:

  • ‘Claims occurring’ insurance: (records to be kept for seven 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)

Your data will not be transferred outside the UK without your consent. 

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. I will contact you using the contact preferences you give me in relation to:

  • Appointment times
  • Coaching or reflexology information or information related to your health
  • Any follow-up messages
  • Rebalance Wellbeing newsletter

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 my records of your personal information, so you know what is held about you and can verify it.
  • The right to rectification: To tell me 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 I erase any information I hold about you.
  • The right to restrict processing of personal data: You have the right to request limits on how I use 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 me that you don’t want me 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 here.

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 as a coach and therapist

Please note:

  • If you don’t agree to me keeping records of information about you and your sessions, or if you don’t allow me to use the information in the way that I need to for treatments, I may not be able to coach/treat you.
  • I have to keep your appointment records for a certain period, as described above, which may mean that even if you ask me to erase any details about you, I might have to keep these details until after that period has passed.
  • I can move my records between my computers and IT systems, as long as your details are protected from being seen by others without your permission.

 November 2024