Privacy Policy For Rest Relax And Repair Massage

Your Privacy Matters

As an individual therapist working within the UK, I am committed to protecting your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and related data protection legislation. This Privacy Policy explains what data I collect, why I need it, how I store it, who I may share it with, how long I keep it, and your rights as a client.

This applies to any information you provide through my website, consultation forms, treatment notes, online booking system, email, telephone, text message or direct contact.

Who I Am

Name: Marion Hunter

Clinic Name: Rest Relax And Repair Massage

Location: 40 Eskdale Road, Bearsden, G61 1JZ

Contact: Phone number – 07900247672,

Email address -marion@restrelaxandrepairmassage.co.uk

What Data I Collect and Why

To provide safe and appropriate care, I may collect:

  • Personal data: name, address, phone number, email address and date of birth. This allows me to contact you, manage appointments and keep appropriate treatment records.
  • Health information: medical history, lifestyle information, relevant health details, assessments and treatment notes. This is needed to assess whether treatment is appropriate and to keep accurate records of your care.
  • Marketing preferences: if you choose to opt in, I may send newsletters, clinic updates or other relevant information. You can unsubscribe at any time.
  • Website or booking information: if you contact me through a website form, online booking system or payment system, relevant details may be collected to respond to your enquiry, manage your appointment or process payment.

Lawful Basis for Holding Your Data

Under UK GDPR, I rely on the following lawful bases where relevant:

  • Contract: to arrange and provide treatment services.
  • Legitimate interests: to manage appointments, keep appropriate records, respond to queries, manage my clinic, and respond to or defend complaints, insurance matters or legal claims.
  • Legal obligation: where the law requires me to process or retain information.
  • Vital interests: if required to protect your health or someone else’s health in an emergency.
  • Consent: for optional marketing communications and any other optional processing where consent is specifically requested.

Special Category Health Data

Health information is special category data under UK GDPR. I process health information only where an Article 9 condition applies, such as where explicit consent is appropriate, or where records are needed in relation to legal claims, insurance matters, professional complaints or regulatory matters.

How I Store Your Data

Your data is stored securely in one or more of the following ways:

  • Locked filing cabinets for paper forms.
  • Encrypted devices or password protected systems for digital records.
  • Secure online booking, payment or clinic management systems, where used.

Only those who need access for legitimate clinic, administrative, professional, legal or insurance purposes will have access to your information. I take reasonable steps to protect your data from unauthorised access, loss, misuse or disclosure.

How Long I Keep Your Data

Treatment records are kept for 7 years after your last treatment, unless my insurer or another legal requirement requires a different period.

For clients under 18, records are kept until the client turns 25.

After the relevant retention period, records will be securely destroyed or deleted.

Sharing Your Data

Your data will only be shared where necessary and appropriate. This may include:

  • With your consent, for example when referring you to another professional.
  • With my insurance provider, professional association, legal adviser, regulator or relevant authority if needed for a complaint, insurance matter, legal claim or legal obligation.
  • With third party service providers, such as booking systems, payment providers or product suppliers, where you use those services or ask me to arrange something on your behalf.

I will not sell your personal data.

Your Rights Under UK GDPR

You have the right to:

  • Access the personal data I hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request erasure of your data in certain circumstances.
  • Restrict or object to certain types of processing.
  • Receive a copy of your data in a commonly used digital format, where this applies.
  • Withdraw consent where consent is the lawful basis for processing.

Some rights are not absolute. I may need to retain certain information for insurance, legal, regulatory, tax or complaint related reasons.

Complaints and Contact

If you have a concern about how I handle your data, please contact me first so I can respond. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Telephone: 📞 0303 123 1113

Website: 🌐 https://ico.org.uk

For any questions about this Privacy Policy, or to exercise your rights, contact:
📧 marion@restrelaxandrepairmassage.co.uk 📞 0790024767

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Data Complaints Procedure For Rest Relax And Repair Massage

Purpose of this procedure –

This document explains how the business named above handles complaints about the way they collect, use, store, share, retain, correct or delete personal data.

This procedure applies only to data protection complaints.

Other complaints, such as concerns about treatment, professional conduct, fees, appointments, customer service or clinical care, are handled under general complaints procedures.

Personal data is taken seriously. This includes your contact details, consultation information, health history, treatment notes, consent records, appointment records, payment information, emails, messages, student records, course records and any other personal information held.

Health information is special category data under UK GDPR. This means it requires additional care and protection.

You can use this procedure if personal information is held about you.

This may include if you are a current or former client, student or course attendee, professional contact, supplier or another person whose personal data is held.

A data protection complaint is a concern about how your personal information is handled.

You do not need to use legal wording. You do not need to mention UK GDPR. If your concern is about how your personal data has been handled, it will be treated as a data protection complaint.

Examples include concerns about how your personal information was collected, how it was used, how it was stored, whether it was shared, how long it was kept, whether it was or is accurate, how a response was made on a request to see your records, or how a response was made to a request to correct, delete or restrict use of your information.

You can make a data protection complaint by completing the form below and sending it to me.

You may also raise a concern by email, post, telephone, or another reasonable method. If you raise a concern verbally, we may make a written note and ask you to confirm that we have understood your concern correctly.

Please send complaints to –

Email: marion@restrelaxandrepairmassage.co.uk

Postal address: 40 Eskdale Road, Bearsden, G61 1JZ

Telephone: 0790024767

We will acknowledge your complaint within 30 days of receiving it.

We may ask you for more information if we need it to investigate your concern properly.

We will review your complaint and make appropriate enquiries. This may include checking records, reviewing emails or messages, checking our privacy notice, considering whether information was shared, reviewing consent or lawful basis, and deciding whether any action is needed.

We will respond without undue delay. If the matter is complex or we need more time, we will keep you informed.

We will tell you the outcome of the complaint. Where possible, this will be provided in writing.

We aim to resolve and provide a final written outcome to most data protection complaints within three months and will keep you regularly informed if an extension is required due to the complexity of the investigation.

Depending on the complaint, we may decide to:

  • correct inaccurate information,
  • update incomplete information,
  • explain how or why information was processed,
  • restrict further use of information where appropriate,
  • delete information where appropriate,
  • confirm why information must be retained,
  • update our procedures,
  • take another reasonable action,
  • or explain why we do not agree with the complaint.

If you remain dissatisfied after we have responded, you have the right to contact the Information Commissioner’s Office, known as the ICO.

ICO complaints page: https://ico.org.uk/make-a-complaint/

ICO helpline: 0303 123 1113

ICO postal address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Thank you.