Privacy Policy

My Contact Details

Name: Alison Moore

Address: Chapel Allerton Holistic Centre, 144 Harrogate Road, Leeds LS7 4NZ

Phone Number: 07870 541864

E-mail: alison@sanctuarysessions.co.uk

The type of personal information I collect

To give professional bodywork treatments, including reflexology, I will need to ask for and keep information about your health. I will only use this for informing treatments and any advice I give because of your treatment. The information to be held is:

• Your contact details (I will contact you using the contact preferences you have given me)

• Medical history and other health-related information

• Treatment details and related notes

I may initially communicate via phone, SMS, WhatsApp or email for appointment enquiries – whichever is your preferred method of communication. Where appropriate, I will then move communication to email for confirmation of your appointment, sending a secure link to complete a health questionnaire, and any follow-up recommendations after your session.

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 the following reason:

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

I use the information that you have given me to:

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

I will only share this information:

• With emergency medical services, only in the event of immediate potential risk of harm, or to the health of yourself or others, including risk to life

• If required by legal or regulatory process.

Lawful Basis for holding and using Client Information

Under UK General Data Protection Regulation (UK GDPR), I process personal data on the following lawful bases:

Article 6 – Lawful basis for processing personal data

• Contract
  I process your personal information as necessary in order to provide complementary therapy services that you have requested and to manage your care as a client.

• Legal obligation
  I am required to retain certain records for legal, insurance, accounting, and professional accountability purposes (including professional indemnity insurance requirements and statutory limitation periods).

Article 9 – Processing of special category (health) data

Where I process health-related information (special category data), I do so under Article 9(2)(h) UK GDPR:
processing is necessary for the provision of health or social care or treatment and the management of health or social care systems.

This includes assessing suitability for treatment, identifying contraindications, providing safe and appropriate treatment, and maintaining accurate treatment records.

Marketing Communications

Where I send marketing communications (such as information about services, offers, or updates), this is done only with your consent. You may withdraw your consent at any time by contacting me using the details provided in this policy

Protecting your Personal Data - How I store your personal information

I am committed to ensuring that your personal data is secure. Personal information is stored securely and access is restricted to me as the data controller. Where electronic systems are used, these are protected by password-controlled access and other appropriate security measures. Paper records are stored in a locked filing cabinet and electronic records are stored using secure password-protected systems.

Information may be stored electronically using secure third-party service providers acting on my behalf for the collection, storage and processing of client records and health questionnaires. Appropriate safeguards are in place to protect your personal information. I use a third-party data processor, and appropriate data processing agreements are in place.

Data Retention

I retain client health questionnaires and treatment records for 7 years from the date of the last treatment (or longer where required by law in relation to children's records).

At the end of this retention period, electronic records will be securely deleted from my systems and any associated storage locations. Paper records will be securely destroyed using cross-cut shredding or confidential waste disposal.

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 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.

Please contact me at alison@sanctuarysessions.co.uk, on 07870 541864, or in writing at Chapel Allerton Holistic Centre, 144 Harrogate Road, LS7 4NZ if you wish to make a request.

Therapist's 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.

How to complain

If you have any concerns about how I have handled your personal data, please contact me in the first instance so that I can try to resolve the matter. I will be happy to provide you with a copy of my GDPR Complaints Procedure, which you can request by email, text or phone, or in writing via details given at the top of the page.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time.

For more information, visit: www.ico.org.uk