Nicola Warran Reflexology & Holistic Therapies for Bromley & Beckenham

YOUR PERSONAL INFORMATION

GENERAL DATA PROTECTION REGULATION (UK GDPR)

This Privacy Notice explains what personal information I collect, why I collect it, how it is used and stored, and your rights regarding your information.

Therapist's Name/Identity - Nicola Warran trading as NW Holistic Therapies 

Therapist's Contact Details - Telephone: 07958316419

Email: nicola.warran@outlook.com 

Address: Brangbourne Road, Bromley, BR1 4LH 

Data Controller - Nicola Warran 

The Purpose of Processing Client Data

In order to provide safe and appropriate holistic therapy services, I may need to collect and retain personal and health-related information about you.

​This information is used solely for the purpose of:

• Assessing your suitability for treatment

• Providing holistic therapy services safely and effectively

• Maintaining accurate treatment records

• Providing appropriate advice and aftercare recommendations

• Managing appointments and bookings

• Meeting professional, legal and insurance requirements

Services offered by Nicola Warran Holisitic Theapies include:

• Reflexology and Maternity/Menopause Reflexology

• Indian Head Massage

• Reiki

• Acupressure Facial Massage 

• Hot Stone Reflexology, Aromareflex & Ear Candling

Information may be collected through consultation forms, website enquiries, email, telephone, social media messaging and during treatment sessions.

If you provide sensitive health information but do not proceed with treatment, this information will normally be securely deleted unless there is a legal reason requiring it to be retained.

Lawful Basis for Holding and Using Client Information

As a member of the Association of Reflexologists (AoR) I adhere to their Codes of Practice and Ethics.

Under UK GDPR, the lawful bases relied upon for processing your information are:

• Legitimate Interests – to provide safe and appropriate holistic therapy services

• Contract – where processing is necessary to provide services that you have requested

• Legal Obligation – where records must be retained to meet legal, professional or insurance requirements

As I process health-related information, which is classed as Special Category Data, the additional condition for processing is that it is necessary for the provision of health and wellbeing services and to fulfil my professional obligations as a holistic therapist.

What Information I Hold and What I Do With It

In order to provide treatment safely and appropriately, I may collect and retain the following information:

• Your name, address, telephone number and email address

• Emergency contact details where appropriate

• Medical history and health-related information

• Current medications and treatments

• Consultation and consent forms

• Treatment records and session notes

• Appointment history

• Payment and gift voucher records

• Correspondence relating to appointments and treatments

Your information will be treated as strictly confidential.

I will not share your personal information with any third party without your consent unless:

• Required to do so by law

• Required by my insurers in relation to a complaint or claim

• Necessary to protect your vital interests or those of another person

How Long I Retain Your Information

Records are retained in accordance with my professional body and insurance requirements.

I will keep your information for the following periods:

• Adult client records – 7 years from the date of the last treatment

• Children's records – until the age of 25

• Clients treated at age 17 – until the age of 26

Following these retention periods, records will be securely destroyed or permanently deleted.

Protecting Your Personal Data

I am committed to ensuring that your personal information is secure.

Appropriate technical, physical and organisational measures are in place to protect your information from unauthorised access, disclosure, loss or misuse.

Information may be stored securely in:

• Password-protected electronic systems

• Encrypted devices

Access to your information is restricted to Nicola Warran

Electronic Communications

Communication may take place via:

• Email

• Telephone

• Text Message 

• WhatsApp

• Facebook Messenger 

Whilst reasonable steps are taken to protect your information, no method of electronic communication can be guaranteed to be completely secure. By choosing to communicate through these methods, you acknowledge and accept this risk.

Your Rights

UK GDPR gives you the following rights:

• The Right to be Informed

To know how your information is collected, stored and used.

• The Right of Access

To request a copy of the information held about you.

• The Right to Rectification

To request correction of inaccurate or incomplete information.

• The Right to Erasure

To request deletion of your personal information where legally permitted.

• The Right to Restrict Processing

To request limits on how your information is used.

• The Right to Data Portability

Under certain circumstances, to receive a copy of your information in a format that can be transferred elsewhere.

• The Right to Object

To object to the use of your information for certain purposes.

• Rights in Relation to Automated Decision-Making and Profiling

Nicola Warran does not carry out automated decision-making or profiling.

• The Right to Lodge a Complaint

If you have any concerns about how your personal information has been collected, stored or used, please contact me, Nicola Warran trading as Nicola Warran Holistic Therapies , by email using the contact details provided at the top of this policy. I will do my best to investigate and resolve your concerns promptly, fairly and in accordance with my obligations under UK data protection law.

​If you remain dissatisfied following my response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Information about how to make a complaint can be found at:

https://www.ico.org.uk

Information Commissioner's Office
Wycliffe House
Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

If you wish to exercise any of these rights, please contact me using the details provided above.

Therapist's Rights

Please note:

• If you do not agree to your therapist keeping records of information about you and your treatments, it may not be possible to provide treatment safely.

• Professional, legal and insurance requirements mean that treatment records must be retained for certain periods, even if you request their deletion.

• Your therapist may move records between secure computers, devices and storage systems where necessary for the safe operation of the business, provided appropriate security measures are maintained.

Consent

By choosing to receive services from Nicola Warran , you acknowledge that you have read and understood this Privacy Notice.

Nicola Warran Complaints Procedure

I strive to provide a professional, compassionate and high-quality service at all times. I would hope that there would never be an occassion to make a complaint, however, this procedure explains how concerns and complaints can be raised and how they will be handled fairly, respectfully and confidentially.

All complaints should be directed to:

Nicola Warran, Brangbourne Road, Bromley, BR1 4LH
nicola.warran@outlook.com

Please submit your complaint by email or in writing and include:

• Your full name and preferred contact details

• A clear description of your complaint

• The date(s) the issue occurred

• Any relevant information that may help with the investigation

Process 

I will acknowledge your complaint within 5 working days of receiving it.

I will review the circumstances surrounding your complaint and may contact you if further information is required.

I aim to provide a written response within 15 working days. If additional time is required, I will keep you informed and explain the reasons for any delay.

Where appropriate, I will seek to resolve complaints through explanation and discussion plus service improvements.

Once the matter has been investigated and a response provided to your satisfaction, the complaint will be considered closed unless further information becomes available.

All complaints will be handled sensitively and confidentially. Information will only be shared where necessary to investigate and resolve the complaint or where required by law.

Nothing within this procedure affects your legal rights.

If your complaint relates specifically to the way your personal data has been collected, stored or processed, please refer to the separate GDPR Complaints Procedure, available on my website.

​

Cookie Policy