Please see below information on the data I hold on you, what I do with that data, who I share your data with, and your rights under General Data Protection Regulation (GDPR).
Who will retain your information?
I will ask for and retain personal information in relation to enquiries and bookings.
The address for Eve Doyle T/A Subtle Aromatics is c/o 66 Lower Oldfield Park, Bath, BA2 3HP
Booking a therapy
When you book a therapy, I will ask for: full name, contact telephone number and/or email address. How I save your information may depend on whether you book a therapy via telephone or online. This can be saved in paper form (diary) or in our third-party supplier booking systems software, Cliniko
for more details.
Your personal information will be held on their secure databases. Any payment transactions are processed through Stripe and we do not retain any credit or debit details.
The information I ask for
I will ask for personal information to enable me to fulfil bookings or to supply information on the services I provide. Depending on the nature of your enquiry (wellness day, corporate service or promotional event), this will include:
- Name, title and date of birth
- Company name (corporate booking only)
- Contact information including email address, telephone number and home address
- Emergency contact or next of kin details
- Medical history and other health related information provided on the consultation form and discussed during the first and subsequent treatments
- Treatment detail and assessment notes which will be recorded after each holistic therapy session
- Follow up information which may be discussed with you by phone email or text after your treatment
- Diarised records of appointment times
Who can access your information? / Who is your information shared with?
I do not pass on, sell or swap your data for marketing purposes to third parties outside Subtle Aromatics. In the instances where I work with affiliate companies, your information will be passed over so that they may contact you directly, once you have given your permission for this to happen.
Your information is also shared with freelance therapists booked for your events that require more than one therapist.
Why I ask for this information
In order for me to fulfil your booking requirements, from initial enquiry, through to completion of the booking, for invoicing purposes and post treatment and/or event feedback.
The lawful basis by which I hold this information is held under Special Category Data: Health.
In order to provide effective and safe massage therapy treatments, I require information about your current health and your medical history. This information is used only to provide you with the best possible course of treatment and advice.
I also require your contact details to arrange appointment times with you. As a registered complementary therapist with International Federation of Professional Aromatherapists (IFPA) and the CNHC (Complementary and Natural Healthcare Council), I abide by these associations’ codes of conduct and confidentiality requirements.
How long do I store this information?
The GDPR states that personal data must be kept ‘no longer than is necessary for the purposes for which the personal data are processed’
It is a condition of my Insurance Policy to take and retain client records. Our insurance policy wording notes:
‘The records shall be kept for at least 7 years following the last occasion on which treatment was given. In the case of treatment to minors, it is advisable that records should be kept or at least 7 years after they reach the age of majority (18).’
I will abide by these regulations.
What are your rights?
- Right to be informed – to be informed about the collection and use of your personal data
- Right of access – to request access to your personal data and information about how we process it
- Right to rectification – to have your personal data corrected if it is inaccurate, and to have incomplete information completed
- Right to erasure (also known as the right to be forgotten) – to have your personal information erased. Contact firstname.lastname@example.org.
- Right to restriction of processing – to restrict processing of your personal information
- Right to object – to object to the processing of your personal information
Medical consent forms
Therapists work for Subtle Aromatics on a freelance basis, as such they are responsible for obtaining signatures on medical consent forms prior to treatments. Therapists will collect and securely store consent forms after events. The length of time this data is retained will be in line with their individual insurance policies.
In the first instance, please contact Eve Doyle T/A Subtle Aromatics. Should you need to escalate your complaint, please contact the Information Commissioners Office (ICO) via www.ico.org.uk
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