Mindful Moments Privacy Policy  

Information about Mindful Moments.

Mindful Moments' main trading address is:

12 New Street

Market Lavington

SN10 4DX

Tel: 07754 764 208

Email: mindfulmoments2020@gmail.com

The GDPR (General Data Protection Regulation) of 25 May 2018 is the legal regulation put in place to safeguard an individual’s personal information. The GDPR is an EU-wide directive that all UK businesses need to comply with. The following privacy policy details the lawful basis for Mindful Moments to hold information, the type of information that Mindful Moments holds about its clients, why that information is required, who it is shared with, how that information is used and protected, and details the rights an individual has in terms of access to that information or, requests for information held to be amended or deleted.

Why the information is required.

The lawful basis by which Mindful Moments holds this information is held under Special Category Data: Health. In order to provide effective and safe wellness therapies, Mindful Moments requires information about your current health and your medical history.

This information is used only to provide you with the best possible course of treatment and advice. Mindful Moments also requires your contact details to arrange appointment times with you. As a qualified yoga teacher with The Traditional Yoga Association and registered massage therapist with the VTCT (Vocational Training Charitable Trust), I abide by these association's codes of conduct and confidentiality requirements.

What information does Mindful Moments collect about you?

Mindful Moments collects information about you when you first make contact enquiring about the therapies (whether by telephone, email or through the website enquiry form at www.yourmindfulmoments.co.uk) and upon your first visit for treatment when you complete the client consultation form. Upon signing the client consultation form at your first treatment at Mindful Moments you are agreeing that Mindful Moments will keep your details confidential and abide by current GDPR guidelines. You also agree that Mindful Moments can contact you via telephone and text message regarding your appointments with me.

Personal data is collected, such as:

• Name
• Date of birth 
• Address 
• Email address 
• Telephone number 
• Occupation 
• Emergency contact or next of kin details 
• Health conditions, including allergies, medication and doses, history of; injuries, operations, and illnesses, provided on the client intake form and discussed during the first and subsequent treatments 
• GP surgery details and other body treatments currently and previously received 
• Lifestyle covering an overview of: exercise, diet, sleep and stress levels 
• Information on current physical state (i.e. aches/pains/tension) 

If you object to the collection and use of your personal data, we may be unable to provide you with our services.

How I will use the information gathered?

Mindful Moments requires this information to assess your yoga and massage treatment requirements and provide you with a safe and effective treatment. Additionally, the information is used to refer to at subsequent treatments in order to assess levels of improvement. The information may be shared with another health practitioner should you be referred to one of these by Mindful Moments. This will only be done with your consent. Your information will not be shared with anyone else (other than required for legal process) without explaining the reason why this is necessary and obtaining your explicit consent. The contact information you provide may be used by Mindful Moments to contact you in relation to appointments or information requested by you regarding your treatment plan.

How long is this information held for?

Mindful Moments is required to keep your information for a period of 7 years after your last treatment for insurance purposes. Your data will not be transferred without your consent.

Once every two years, Mindful Moments will review all client records and destroy any records that are no longer bound by the regulated legal timescale for such records to be held. 

Security Policy.

Mindful Moments is committed to ensuring that your information is secure.

In order to prevent unauthorised access or disclosure, suitable physical and electronic procedures have been put in place to safeguard and secure the information that is collected both online and on paper. The health and personal information gathered is held on paper client consultation forms and is stored in a locked filing cabinet in a locked therapy studio. None of this information other than your name, phone number and/or email address is held electronically. Due to the nature of my business, Mindful Moments retains paper-based personal information and has a duty to ensure that it is disposed of in a secure, confidential and compliant manner. Contact details, including telephone numbers and email addresses, are held on a password-protected telephone and personal computer.

Data Breach.

In the event of a data breach which consists of a breach of security leading to destruction, loss, alteration, or unauthorised disclosure of or access to personal data, Mindful Moments will notify the ICO (the Information Commissioner’s Office) those concerned directly and without delay. Records of personal data breaches will be maintained in any case.

Your Individual Rights.

Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.

These rights are known as Individual Rights under the Data Protection Act 2018.

The following list details these rights:

The right to be informed about the personal data being processed; 

The right of access to your personal data; 

The right to rectification if there is something incorrect or incomplete; 

The right to the erasure of your personal data; 

The right to limit how the information is used or shared; 

The right to portability. Under certain circumstances, a copy of electronically held information can be requested so it can be reused in other systems; 

The right to object if there are certain parts of an individual’s information that they do not want to be used or to be used only for certain purposes 

Rights in relation to automated decision-making and profiling; 

The right to lodge a complaint with the Information Commissioner’s Office.

An individual can complain to the ICO if the individual feels the information held is incorrect or not being used in the permission was granted or if the information is being held unnecessarily. Full details of an individual’s rights can be held at ico.org.uk

Complaints.

If you are dissatisfied with any aspect of the way in which we process your personal data please contact Mindful Moments at the above address. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). The ICO may be contacted via its website which is https://ico.org.uk/concerns/ or by calling their helpline on 0303 123 1113.

ADDITIONAL NOTES

If an individual does not agree to Mindful Moments keeping records of information about an individual and treatment records then it may not be possible to provide the therapy.

Additionally, massage therapists have to keep records of treatment for a specific period of time, as described above, which may mean that even if you ask for information to be erased, they might be bound to keep these details until the period has elapsed.