Privacy & Cookie Policy
My contact details
Name: Janferie MacKintosh
Address: 9 Woodlands Park, Westhill, Inverness IV2 5FJ
Phone Number: 01463 515756
E-mail: janferiem@gmail.com
Website: invernesstherapies.co.uk
The type of personal information I collect
To give professional complementary therapy treatments, Silent Counselling and Life Coaching, I will need to ask for and keep information about your health, wellbeing and for coaching: your goals. I will only use this for informing treatments/sessions and any advice I give because of your treatment/sessions. The information to be held is:
- Your contact details
- Medical history and other health, wellbeing and coaching-related information
- Treatment/session details and related notes
How I get the personal information and why I hold it
Most of the personal information I process is provided to me directly by you for one of the following reasons:
- For informing treatments/sessions and any advice I give because of your treatment/coaching.
I use the information that you have given me to:
- Provide you with the best possible treatment options, coaching, support and advice.
- I may share this information with medical professionals (such as your GP) if you specifically request me to do so.
Lawful Basis for holding and using Client Information
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis I rely on for processing this information are:
- I have a legal obligation:
- ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment/session)
- Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26
- I have a legitimate interest:
- The requirement to retain the information to provide you with the best possible treatment options, advice or coaching.
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 health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.
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 will contact you using the contact preferences you have given me.
I keep Client Consultation and Treatment/Session records (includes personal information such contact details, DOB or age and personal health and wellbeing information) for 7 years from the date of the last treatment/session. I will then dispose your information by shredding and burning paper-based information and deleting all electronic documents including communication such as emails and messages.
Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask me for copies of your personal information.
Your right to rectification - You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.
Your right to erasure - You have the right to ask me to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask me 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 I transfer the personal information you gave me 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, I have one month to respond to you.
Therapist/Coach’s Rights
If you don’t agree to your therapist/coach keeping records of information about you and your treatments/sessions, or if you don’t allow them to use the information in the way they need to for treatments/sessions, the therapist/coach may not be able to treat/coach you.
Your therapist/coach 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 may 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.
How to complain
If you have any concerns about my use of your personal information, please refer to my GDPR Complaints Procedure shown below.
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Complaints Procedure
How we handle your data protection concerns
1. About This Document
This document sets out the complaints procedure for Jan MacKintosh Holistic Therapies & Coaching (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.
2. Our Contact Details
All GDPR-related complaints should be directed to us using the contact details below.
Business Name
Jan MacKintosh Holistic Therapies & Coaching
Registered Address
9 Woodlands Park, Westhill, Inverness, Highlands, IV2 5FJ
Complaints Email
janferiem@gmail.com
Complaints Post
Mrs Janferie MacKintosh, Address as above
Privacy Policy
https://www.invernesstherapies.co.uk/privacy-and-cookie-policy.php
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.
3. 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
4. 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).
5. 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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Website, Social Media Use & Cookies
Usage Data
Yola and google may collect information on how the website is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
Tracking & Cookies Data
This website uses cookies and similar tracking technologies to track the activity on the Service and hold certain information. This also includes interactions with external sites, such as social networks eg Facebook, Google and any links I provide to external sites eg Association of Reflexologists and any others from time to time. If you use any of these services I suggest you read their privacy policies too, to familiarize yourself with how they use your data. I have provided their links at the end of this document.
Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse my blog/website/social media pages.
You can instruct your browser to refuse or restrict cookies from my website and you can amend this at any time.
Communications
I do not currently have a newsletter service or send marketing emails or messages. But I reserve the right to do so in the future IF you have provided your email AND given such permission eg via a newsletter signup form.
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This Privacy Policy is effective as of 25th May 2018 and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this page.
I reserve the right to update or change this Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of the website after I post any modifications to the Privacy Policy on this page will constitute your acknowledgement of the modifications and your consent to abide and be bound by the modified Privacy Policy.
If I make any changes to this Privacy Policy, a notification will be issued on my Facebook page.
If you have any questions about this Privacy Policy, please contact me :Janferie MacKintosh
by email: janferiem@gmail.com
by phone: 01463 515756
Links to relevant Service Providers Privacy Policies
Yola https://www.yola.com/privacy-policy?utm_source=blog&utm_campaign=tos
Facebook https://facebook.com/about/privacy/update
Google + https://policies.google.com/privacy
AoR http://www.aor.org.uk/aor-gdpr-privacy-notice