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Cancellation/Appointment Poilcy

Holistic & Sports Massage by Hayley

Privacy Policy

Contact details

Name:  Hayley Jeffrey.

Address: Witney, OX29 7BB

Phone Number: 07866866020

E-mail: hayley@holisticandsportsmassagebyhayley.com

 

The type of personal information I collect

To give professional reflexology and massage treatments, I will need to ask for and keep information about your health.

The information to be held is:

Your contact details

Medical history, current symptoms, other health-related information and any other information you choose to share relating to your wellbeing. 

Treatment details and related notes

Emergency contact

 

How I get the personal information and why I hold it

The information is provided directly by you, You may directly provide this information via telephone, Email, WhatApp, during your appointments. 

Any medical health related information that is provided, will be transferred to a paper record to be securely stored. 

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This information Is provided for the following reasons

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

  • To ensure treatment is appropriate and safe, by having this information helps to identify potential risks and to tailor the treatment accordingly, this therefore aids in minimising any risk of harm or discomfort to the client.

  • Legal requirements of my Insurance provider.

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We use the information that you have given us to:

  • Provide you with the best possible treatment options, support and advice.

  • Provide communication about appointment & any post treatment support/advice 

  • I will not share identifiable information with anyone else (other than as required for legal process)

  • Please note in some rare cases occasionally seek advice & guidance with my Insurance Company &/or selected professional association/s, however please be assured that no identifiable information will be given.

 

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:

  • I have a legal obligation:

  • 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.

My legitimate interest to retain the information is 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 bound under the Confidentiality as defined in the AoR and FHT (Association of reflexologists & Federation of holistic therapists) Code of Practice and Ethics.

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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 keep the requested information (detailed previously). I will then dispose of your information by deleting any electronical communications  & also destroying the paper records in a safe & secure manner.

 

Therapist 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.

 

Your data protection rights

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 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 with the above contact details if you wish to make a request.

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How to complain

If you have any concerns about our use of your personal information, please refer to our GDPR Complaints Procedure, which is available below.

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GDPR Complaints Procedure

Holistic & Sports Massage By Hayley

How we handle your data protection concerns

 1.  About This Document 

This document sets out the complaints procedure for Holistic & Sports Massage By Hayley  (referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

 

Important : This procedure applies to GDPR and data protection complaints only. For all other types of complaint, please refer to our general Complaints Policy

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2.  Our Contact Details 

All GDPR-related complaints should be directed to us using the contact details below. 

Business Name Holistic & Sports Massage By Hayley 

Registered Address Witney, OX29 7BB

Complaints Email hayley@holisticandsportsmassagebyhayley.com

Complaints Post Hayley Jeffrey

Privacy Policy https://jeffreyhayley.wixsite.com/massagetherapies/copy-of-privacy-policy

 

3.  Your Rights Under UK GDPR 

You have the following rights in relation to the personal data we hold about you: 

  • The right to access the personal data we hold about you (a Subject Access Request) 

  • The right to rectification — to have inaccurate or incomplete data corrected 

  • The right to erasure (‘the right to be forgotten’) in certain circumstances 

  • The right to restrict processing of your personal data 

  • The right to data portability — to receive your data in a structured, machine-readable format 

  • The right to object to processing, including for direct marketing purposes 

  • The right to withdraw consent at any time where processing is based on your consent 

 If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document. 

4.  How to Make a Complaint 

Please submit your complaint in writing — [either by post or by email] — using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include: 

  • Your full name and preferred contact details 

  • A clear description of your concern and which data protection right(s) you believe have been affected 

  • The approximate date(s) when the issue occurred 

  • Any relevant reference numbers, correspondence or documents 

 

5.  Our Complaints Process 

Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially. 

1

Acknowledgement — within 30 days: We will acknowledge your complaint in writing within 30 days of receiving it, confirming that we have recorded it and will be investigating. 

2

Requesting Further Information: If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why. 

3

Investigation & Review: We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays. 

4

Decision & Outcome: We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case). 

5

Closure or Escalation: If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below). 

6.  Escalating Your Complaint to the ICO 

 

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge. 

ICO website: https://ico.org.uk/make-a-complaint/ 

ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)  ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

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