Privacy Policy

Wellbeing Therapies by Grace
243 Hykeham Road, Lincoln LN6 8AR
wellbeingtherapies.uk
wellbeingtherapiesbygrace@gmail.com

This Cookie Policy was last updated on May 1, 2024 and applies to citizens and legal permanent residents of the United Kingdom.

This Privacy Policy governs the manner in which Grace Mole trading as Wellbeing Therapies by Grace uses, maintains, and discloses information collected from clients.  It applies to the practice, website and services offered by Wellbeing Therapies by Grace online, by telephone or within my private practice. 

For the purposes of the GDPR 2018,  the data “controller” is Grace Mole trading as Wellbeing Therapies by Grace (contact details above).

I am registered with the ICO (Information Commissioner’s Office). The General Data Protection Regulation (GDPR) is concerned with the personal information about you that I collect, store and share.

This policy covers all the principles under the Data Protection Act (‘DPA) 2018. These are known as the “data protection principles” and ensures information is:

  • Used fairly and lawfully
  • Used for limited, specifically stated purposes
  • Used in a way that is adequate, relevant and not excessive
  • Kept for no longer than is necessary
  • Kept safe and secure
  • Not transferred outside the European Economic Area with adequate protection

What Data do I collect?

  • Name and address
  • Email and telephone number
  • Date of birth
  • Emergency contact
  • GP name
  • Medications and medical conditions that may affect type of treatment I provide
  • Occupation
  • Lifestyle & general health that may affect the type of treatment I provide
  • Background Assessment that may be relevant to the type of treatment I provide.

Documents Held

  • Signed client consultation form
  • Client treatment plan & objective assessment following treatment.

Why I need the information I hold about an individual

  • I need to request and store your details in order to administer and deliver the service / treatment you have requested to comply with any legal or professional body responsibilities that ensure the delivering of that service / treatment.

What I am going to use it for?

  • To make contact with you, to record the relevant personal contact details you give consent for me to hold, to record emergency contact information, where applicable to make clinical assessments and record clinical notes.

How will I store your data, is it being held securely?

Digitally:-

  • Your personal information is stored securely and confidentially.  It is used in a safe and ethical manner.  It is not shared with other people without your consent.
  • Client mobile phone numbers are stored on my mobile phone only if making direct contact with a client when required.
  • Anonymised client surnames are used to identify income source in my accounts for HMRC tax return purposes.
  • My mobile phone is password protected.

In Paper Format:-

  • Client consultation forms are kept in a locked filing cabinet at all times except for when the client is present for their current treatment.

Website:-

  • Any personal information sent via my website will only be used to contact you with details of the service you have requested.  Your personal details will not be retained for any other purpose nor will they be shared with any other organisation.
  • During contact via email, texts and phone calls please be mindful of the information you communicate as digital communication is not necessarily secure.
  • My website uses cookies to store your name, email and mobile number that is entered by you when making your booking.
  • My full cookie policy can be found at https://wellbeingtherapies.uk/cookie-policy/

How will I share your data ?

  • Completed client consultation forms are for my records only and will never be shared unless you have given me instruction to do so.
  • To get in touch with your emergency contact if necessary.
  • Your data will not be transferred outside the EU.

How up to date is the information that I hold about you?

  • The personal information stored is as given to me on initial contact and only updated as and when you inform me of any changes
  • Completed client notes will be up to date usually on the day and no more than 24 hours days of delivery of such service/treatment.

How long will I store your data?

I will delete any client from the booking system having an inactive account after seven years from the date following the last treatment provided. Paper client consultation forms will be destroyed by shredding following inactivity after seven years following the date of the last treatment provided.

Your rights

You have the right to be informed, right to access, to ask me to erase or update any information that I hold about you.  This includes your personal information that is no longer relevant to original purposes or if you wish to withdraw consent.  In all cases and when considering such requests, these rights are obligatory unless its information that I have a legal obligation to retain.

Full details of your rights can be found at https://ico.org.uk.

Data Portability As the client you have the right to receive your personal information which you have previously provided and have the right transfer to another party