Privacy Policy
Body Rebalance Ltd is committed to protecting the privacy of our clients while providing the best possible quality of service.
Under the terms of the Data Protection legislation, we are required to explain to you how we will treat any personal information which we collect from you.
Everyone who works for Body Rebalance Ltd has responsibility for ensuring data is collected, stored, and handled appropriately and processed in line with this policy and data protection principles.
What information we collect, use and why:
We collect and handle both Personal Data and Health Related Data.
Personal Data:
This includes name, address, contact details. This data is required to make appointments and to communicate with our clients regarding any treatments.
When our clients book appointments we send out a confirmation email regarding their appointment. A reminder email/SMS message is sent 24 - 48 hours before their appointment.
This data may also be used to send you a newsletter or marketing material. Explicit permission is given when completing the consultation form.
Health Related Data:
Health related data is required to ensure we deliver safe and appropriated treatments to our clients.
Lawful bases:
Our lawful bases for collecting or using personal information to provide massage services are consent.
Please note that treatments will only go ahead if you provide consent when completing the consultation form to collect and store your data.
Where we get personal information from:
Data will be collected and recorded through consultation and treatment forms.
The consultation form is to understand your medical and health history and needs to be completed by all clients. This is important to ensure it is safe to treat you and to adapt the treatments to accommodate your medical issues where applicable. It is also required for insurance reasons.
The treatment forms will detail the assessment results pre and post treatment as well as the treatment given.
Our consultation and treatment forms are kept secured where unauthorised personnel cannot view it.
How long we keep information:
In line with the requirements of my Insurance Policy and as per industry guidelines, all client records need to be kept for seven years following the last occasion on which treatment was given. In the case of children records will be kept for seven years after they turn 18 and for seriously ill, injured or disabled clients, the records should be retained indefinitely.
After this time, we will destroy all information as set by law.
Who we share information with:
- Insurance companies; Professional or legal advisors and Relevant regulatory authorities
We may need to share your data with authorised legal, regulatory and insurance authorities, if required to defend the Body Rebalance Ltd Therapist. This will be the professional membership body the therapist is registered with and the insurance company he/she holds his/her professional indemnity insurance with.
- Data processors
Cliniko
We use an online booking system called Cliniko where client information is kept. Cliniko also uses cookies to operate. The privacy and cookie policies can be found here:
https://www.cliniko.com/policies/
Stripe
The Cliniko booking system can collect payments though Stripe. Their Privacy policy can be found at:
https://stripe.com/gb/privacy
Monzo
In person card payments are taken though Monzo. Their Privacy policy can be found at:
https://monzo.com/legal/business-account-privacy-notice/
- Third parties:
This is only applicable where Body Rebalance Ltd works with a sports club.
Clients may provide specific consent in the consultation form to share relevant health information obtained from the assessment and treatments with the head coach of the sports club for purpose of optimising athletic performance and ensure safety and well-being of the athlete.
Your data protection rights:
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal data.
- Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.
Our clients will not be charged to view their data, however charges such as photocopying, postage etc may be levied. We will aim to provide the relevant data within 20 working days subject to staff holidays.
Our Rights:
In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request, for example if you make a request for Body Rebalance Ltd to delete all your personal data, we may be required to retain some data for taxation, legal, regulatory and insurance purposes.
You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters.
How to complain:
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
How to contact me:
If you have any questions regarding the use of your data and your Individual Rights, please contact me using the contact details below:
Telephone: +44 7767 098 891
Email: info@bodyrebalance.uk