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Kathleen Jordan Complementary Therapies
Your Personal Information - General Data Protection Regulation (GDPR)
Under the General Data Protection Regulation (GDPR), and as from May 2018, I need to explain to you what personal information I hold in relation to the treatments I provide for you, why I need it, for how long and your rights. Please contact me if there is anything you do not understand.
By completing your consultation form, you have agreed to the contents of this Privacy & Consent Notice.
Contact details
Name: Kathleen Jordan (trading as Kathleen Jordan Complementary Therapies)
Phone Number: 07521726701
E-mail: kjordan98a@hotmail.com
The type of personal information I collect
To give professional complementary therapy treatments, I will need to ask for and retain potentially sensitive information about your health and lifestyle. I will only use this for informing complementary therapy treatments and any advice I give because of your treatment. The information to be held is:
- Your contact details, ie name, address, phone number, Email & an emergency contact if relevant
- Medical history and other health-related information (which I will take from you at first consultation & any following appointments)
- Treatment details and related notes (which I will take from you after each treatment)
How I get the personal information and why I hold it
The personal information I process is provided to me directly by you for the following reasons:
- For informing my complementary therapy treatments
- To give advice and support 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
- Confirm, update or change appointments
- Let you know of any updates/changes which are relevant to the therapies you request.
These communications will be sent via text, WhatsApp or email, depending on your preferences which I will ask you to confirm at your first appointment. You can change your preferences at any time by speaking to me in person or calling me on 07521726701.
I do not send out marketing communications to my clients (past or present).
Your personal information is kept strictly confidential, not shared, sold or disclosed with anyone, without explaining why it is necessary and getting your explicit consent, unless it is required by law.
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 the following legal obligation:
- Claims occurring’ insurance: (for adults - records to be kept for 7 years after last treatment)
- To follow the 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 [i.e.my requirement to retain the information to provide you with the best possible treatment options and advice]
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 and FHT (the professional bodies of which I am a member of) as defined in their Code of Practice and Ethics.
Protecting your Personal Data - How I store your personal information & for how long
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.
Any basic contact details and any other information you choose to provide will only be held until we proceed to treatment. I will then require your signed consent (at your first consultation) to use and store your personal details including health-related information, consultation forms and treatment notes which are securely stored as paper files (If you request invoices/receipts/gift vouchers, they will be processed as digital files), and will be kept for 7 years. I will then dispose of your information by the deletion and shredding of electronic and physical data after this period.
Your rights;
Under data protection law, you have the following rights:
Your right of access - You have the right to see your therapist’s records of your personal information so you know what is held about you and can verify it.
Your right to rectification - You have the right to tell your therapist to make changes to your personal information if you think it is inaccurate or incomplete.
Your right to erasure - (also called “the right to be forgotten”). You can request your therapist to erase any information they hold about you in certain circumstances.
Your right to restriction of processing - You have the right to request limits on how your therapist uses your personal information.
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 - Under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
Your right to withdraw consent - You can withdraw your consent at any time, where processing is based on your consent.
Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
If you wish to exercise any of these rights, please contact me at email: kjordan98a@hotmail.com.
Therapist’s rights
Please note:
- If you don’t agree to Kathleen Jordan Complementary Therapies keeping records of information about you and your treatments, or if you don’t allow the use of the information in the way needed for treatments, I may not be able to treat you.
- As your complementary therapist, I am required to keep your records of treatment for 7 years, as described above, which may mean that even if you ask me to erase any details about you, I might have to keep these details until after that period has passed.
- I can move my records between computers and IT systems without your permission, as long as your details are protected from being seen by others.
How to complain
If you have any concerns about the use of your personal information, please refer to my GDPR Complaints Procedure - below
1. About This Document
This document sets out the complaints procedure for Kathleen Jordan Complementary Therapies (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. For all other types of complaint, please refer to our general Complaints Policy.
2. Our Contact Details
All GDPR-related complaints should be directed to us using the contact details below.
Business Name
Kathleen Jordan Complementary Therapies
Complaints Email
Privacy Policy
Available on website www.kjcomplementarytherapies.co.uk
or by email request
3. 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.
4. How to Make a Complaint
Please submit your complaint in writing — [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
5. 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).
6. 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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