IGDPR information for Clients
Service provider: Yvonne Lynn @ Your Spirit Matters, firstname.lastname@example.org
The following information is provided to Clients as a result of the UK legal requirement to ensure that general data protection regulations (GDPR) are regarding treatment of their personal information and
GDPR defines what personal information I hold and why and what your rights are
once you have read it please complete and sign the declaration
The purpose of processing client data
in order to give professional support and treatments I will need to gather and retain potentially sensitive information about your health and/or life. I will only use this information for informing sessions and treatments and providing any guidance or suggestions to you that may relate to aspects of your health and well-being.
Lawful basis for holding and using client information
As a government registered Sole Trader with Industry accreditations for my business services and member of a.n.y.other associated professional organisation(s) as I may from time to time take up Membership of eg. Complementary Medicine Association, Angelic Reiki , I am guided by and abide by legal requirements and the associated code of practice and ethics of these bodies.
The lawful basis under which I hold and use your information is in my requirements to hold your information for the following legal reasons
a. ‘claims occurring’ insurance
b. law regarding adult and/or children’s Records, including but not limited to duty of care.
c. professional body’s requirements to retain information
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 fulfill my role as a practitioner and is made and maintained in confidence.
What information I hold and what I do with it
In order to give professional treatments, training, mentoring and/or coaching, I will need to ask for and keep information about your health and/or aspects volunteered regarding aspects of your life. I will only use this for informing sessions and treatments, noting guidance and/or reflections offered as a result of your treatment. Professional advice should always be sought when considering making changes to personal or business matters including, but not exclusive to, health, finance, legal and relationships.
The information to be held is:
your personal contact and birth details
medical history and other health-related information (which I take from you at first consultation)
treatment details and related notes (which I take during each consultation)
I will NOT share your information with anyone else (other than 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 time periods.
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)
Professional bodies’ requirements eg BCMA require Practitioners to retain information for 8 years.
Your data will not be transferred outside the EU 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 collected from you such as physical or data oriented such as storage and management by computer, backup media, software and/or online data management tools and physical security in locked cabinet(s.
I will contact you personally or via professional software applications, using the contact details you give me in relation to:
service and support information or information related to your health
special offers and promotions either directly or through automated software (you may unsubscribe from this anytime and automated communications will display the business used and an automatic route to unsubscribe with ease eg Mailchimp, a common, secure application for managing customer data and enabling personalised marketing communications)
GDPR gives you the following rights:
the right to be informed -to know how your information will be held and used
the right of access - to see your therapist records all your personal information so you know what is held about you and can verify it
the right to rectification: to tell your therapist 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 your therapist to erase any information they hold about you
The right to restrict processing of personal data - to request limits on how your therapist uses 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 your therapist you don't want them 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 where they don't have to be
Full details of your rights can be found at https://ICO.org.uk/for-organisations/guide-to-the-general-data-ptotection-regulation-gdpr/individual-rights/. 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
Please note,: if you do not agree to me keeping records of information about you and your treatments or if you do not allow me to use the information in the way needed to manage appointments or treatments I will not be able to treat or meet with you and retain the right to refuse provision of my service(s)
Records of your treatment must be retained for a certain period, as explained in the ‘How long I retain your information for’ section, Which may mean that even if you ask for your details to be ‘erased’ I may still have to keep these details until such period has expired .
I can move records between my computers and ID systems, as long as your details are protected from being seen by others, without your permission.
I, the undersigned, sign to confirm that I have read and understood this document.
I consent to my information being collected, retained, processed and stored to provide me with my chosen service(s) and/or treatments, in accordance with the statements contained in this document.
NOW PLEASE EMAIL OR Print & Post this page or, for ease, click to e-confirm acceptance, typing GDPR agreement in the heading.
Parent/Guardian please sign for any persons under 16 years of age
Important Note: Your approval is deemed as received where this information
or a link provided to you in person or by digital means, and your continuation
of using my service(s) without provided a formal signature will be deemed as
Acceptance of this Agreement
Simply type 'GDPR OK + Your Name' in the subject. Thank you.
Note: Professional advice should always be sought when considering making changes
to personal or business matters including, but not exclusive to, health, finance, legal and relationships.