Privacy Policy for just the tonic Therapies
Last updated JANUARY 2024
1. Important Notice
Your privacy is extremely important. This Privacy Policy is designed to explain how I collect, use, share and protect the personal information you provide me with when you access my website, engage with me on social media, book and attend a treatment with me; as well as your own rights to the information I collect.
My policy is to keep the personal information I receive from you completely confidential and used solely for internal purposes. I will not share your personal information with any other parties.
Please review this policy carefully. I will alert you to any changes to this Policy by changing the “last updated” date at the top of this Policy. Any change becomes immediately effective upon publication on my website, and you waive specific notice of any changes to the Policy by continuing to use and access the site. I encourage you to review this Privacy Policy periodically, when you use my website or engage with me on social media. You are deemed to have accepted any changes to any revised Privacy Policy by your continued use of my website after the Privacy Policy is posted.
2. Contact Details
This website is run by myself, Karen Cox MFHT. I run a Holistic Therapy Clinic, Just the Tonic Holistic Therapies. I am the controller of the personal data you provide.
Just the Tonic Holistic Therapies is registered with the ICO (Information Commissioner’s Office) and you can find my registration on this link: www.ico.org.uk/register. I comply with all data privacy requirements of the ICO.
I welcome any questions and comments about your privacy. Please send these to me at the email address below.
Email address – justthetonicholistics@gmail.com
Postal address – Just the Tonic Holistic Therapies, Webb Ellis Court, Wellbeing Suite, Pettiver Crescent Rugby CV21 4JJ
Telephone – 01788 288052
3. What Personal Data I collect
Personal Data is any information which identifies you personally e.g. your name, address, email address, phone number. This Privacy Policy is concerned with personal data for my Holistic Therapy clients and those who enquire about treatments.
I collect the following data from you:
When you send me an enquiry via my website, I will collect your name and email address in order to reply to you. If you decide not to go ahead with a booking, I will securely delete your details.
When you send me an enquiry via my Facebook Business Page https://www.facebook.com/justthetonicholistic, or via Messenger through my Facebook Business Page, I will collect your name and mobile number in order to reply to you. If you decide not to go ahead with a booking, I will securely delete your details.
At your first treatment I will take health and medical information and your contact details from you to make sure you are receiving the right treatment, safely, and in order to contact you about future treatments. This includes your name, address, date of birth, email address, phone numbers, gender, employment status, health and lifestyle status. I will not share your information with anyone else (other than as required for legal process) without explaining why it is necessary and obtaining your explicit consent.
At each consultation I will take further treatment details and related notes.
My online booking system in managed by Fresha Partner who are fully GDPR compliant and keep your data secure. For Fresha’s Privacy Policy, please click here https://bit.ly/3F2gAsz .
My website uses cookies to enhance your experience and to gather information about visitors and visits to my website. I use Squarespace to create and update my website. Squarespace is a popular Content Management System, used to provide content for millions of websites. Most browsers are set to accept cookies by default, in addition when you first encounter my website you will be asked to “consent to cookies”. If you wish to disable cookies, you may do so through your individual browser options, however this may affect your ability to use my website.
My website has Facebook Pixels installed which allows me to trace web traffic between Facebook & my website. I do this so that I am able to create targeted Facebook adverts.
I use the third party services Google Analytics and Squarespace Analytics on my website in order to determine the popularity of my content and better understand online activity. In order to do this, I may collect certain information about your visit such as the type of browser you use, or the date and time of your visit. This information is processed in a way which does not identify anyone. Please review the Privacy Policies of Google Analytics and Squarespace Analytics and contact them directly if you have any questions.
Just the Tonic Therapies website has links to other websites of interest:
The Federation of Holistic Therapists
Pinks Boutique
Fresha
These websites all have their own unique Privacy Policies over which I have no control, responsibility or liability. I would therefore recommend that you read the Privacy Policy of each website that you choose to click through to, before interacting with it.
4. Use of Personal Information
I will use the name and email address you provide me with on the website enquiry form in order to reply to your enquiry. If you proceed to booking a treatment I will store your data to be able to remain in touch with you. If you do not proceed to a booking I will securely delete your data.
If you send me any sensitive medical/health information by text, email or via Messenger, I will only hold and use this information if we proceed to treatment, at which time I will require explicit consent from you to hold this data, which I will take from you by asking you to sign my Privacy Notice in accordance with GDPR guidelines. If we do not proceed to treatment, I will securely delete this information.
I am obliged to keep your information for 7 years after your last treatment in order to comply with Claims Occurring Insurance. For minors, the law regarding children’s records obliges me to keep their information until the child is 25, or if 17 when treated, then 26.
I will use your personal details in order to directly market events and offers that I think might be of interest to you only if I have your prior agreement to do so (you may unsubscribe at any time).
I will never sell your personal data to any third party.
5. Security of Information
I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you I will contact you using the contact preferences you give me in relation to:
appointment times,
treatment information, information related to your health
6. Your Rights
GDPR gives you the following rights:
• The right to be informed:
To know how your information will be held and used (this notice).
• The right of access:
To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
• The right to rectification:
To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
• The right to erasure (also called “the right to be forgotten”):
For you to request your therapist to erase any information they hold about you
• The right to restrict processing of personal data:
You have the right to request limits on how your therapist uses your personal information
• The 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.
• The right to object:
To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
• Rights in relation to automated decision-making and profiling.
• The right to lodge a complaint with the Information Commissioner’s Office:
To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.
7. Therapist’s Rights
Please note:
If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you
Your therapist has to keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed
Your therapist can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.
8. Consent
By using this website, you consent to this Privacy Policy