Information about Feel Better Massage and Sports Therapy

Feel Better Massage and Sports Therapy's main address is

69 Woodchurch Road
Oxton
Wirral
CH42 9LQ

The GDPR (General Data Protection Regulation) of 25 May 2018 is the legal regulation that has been put in place to safeguard an individual’s personal information. The GDPR is an EU-wide directive that all UK businesses need to be compliant with. The following privacy policy details the lawful basis for Feel Better Massage and Sports Therapy (“us”, “we”, or “our”) to hold information, the type of information that we hold about our clients, why that information is required, who it is shared with, how that information is used and protected and details the rights an individual has in terms of access to that information or, requests for information held to be amended or deleted.

1. What is personal data?

Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender, contact details, health conditions and treatments.

2. What information do we collect about you?

We collect information about you when you use our services. Personal data such as:

• Name, title and date of birth.
• Contact information including email address, telephone numbers and home address.
• Emergency contact or next of kin details.
• Medical history and other health related information provided on the consultation form and discussed during the first and subsequent treatments.
• Treatment detail and assessment notes which will be recorded after each massage session.
• Follow up information which may be discussed with clients by phone email or text after their treatment.
• Diarised records of appointment times which may be electronic or hardcopy.

Please note: We do not collect nor store any payment card details.

3. Why do we need to collect this personal information?

The lawful basis by which we hold this information is held under Special Category Data: Health.

In order to provide an effective and safe massage therapy treatment, we require information about your current health and your medical history. This information is used only to provide you with the best possible course of treatment and advice.

We also requires your contact details to arrange appointment times with you.

As a registered massage therapist with the FHT (Federation of Holistic Therapists) we abide by this associations codes of conduct and confidentiality requirements.

If you object to the collection of your personal data we may be unable to provide you with any of our services.

4. How will we use the information about you?

We require this information to assess your treatment requirements and provide you with a safe and effective massage therapy. Additionally the information is used to refer to at subsequent treatments in order to assess levels of improvement.

The information may be shared with another health practitioner should you be referred to one of these by us. This will only be done with your consent.

Your information will not be shared with anyone else (other than required for legal process) without explaining the reason why this is necessary and obtaining your explicit consent.

The contact information you provide may be used by us to contact you in relation to appointment times or dialogue regarding your treatment plan.

5. How long will we keep your information?

We are required to keep your information for a period of 7 years after your last treatment for insurance purposes. Your data will not be transferred without your consent.

We undertake an annual review of all client records and destroy any records that are no longer bound by the regulated legal timescale for such records to be held.

6. Security Policy

We are committed to ensuring that your information is secure.

In order to prevent unauthorised access or disclosure, suitable physical, electronic and managerial procedures have been put in place to safeguard and secure the information that is collected both online and on paper.

The health and personal information gathered is held on paper client intake forms and paper treatment notes and is stored securely in a locked filing cabinet in a locked therapy studio. None of this information other than your name, phone number and/or email address is held electronically. Due to the nature of our business we retain paper based personal information and as such, have a duty to ensure that it is disposed of in a secure, confidential and compliant manner.

Contact details including telephone numbers and email addresses are held on a password protected telephone.

7. Data Breach

A back up document is held of client names and contact details (name, email and telephone number).

In the event of a data breach which consists of a breach of security leading to destruction, loss, alteration, unauthorised disclosure of or access to personal data, Feel Better Massage and Sports Therapy understands ICO have to be notified where it is likely to result in a risk to the rights and freedoms of individuals. In the event of such a breach, we will notify all parties concerned directly and without delay. Records of personal data breaches will be maintained in any case.

8. Your Rights

The GDPR May 18 gives an individual:-

• The right to be informed as to how personal information will be both used and held. This is contained within this document.
• The right to access your personal information so individuals know what is held about them and they can confirm it.
• The right to rectification if there is something incorrect or incomplete.
• The right to have information deleted.
• The right to limit how the information is used or shared.
• The right to portability. Under certain circumstances a copy of electronically held information can be requested so it can be reused in other systems.
• The right to object if there are certain parts of an individual’s information that they do not want used or to be used only for certain purposes.
• Rights in relation to automated decision-making and profiling.
• The right to lodge a complaint with the Information Commissioner’s Office. An individual can complain to the ICO if the individual feels the information held is incorrect or not being used in the permission was granted or if information is being held unnecessarily.
Full details of individual’s rights can be held at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Should an individual wish to exercise these rights, the contact details at the start of the document should be used. In the event that an individual is dissatisfied with the response, then a complaint can be made to the Information Commissioner’s Office at www.ico.org.uk

9. Marketing

We would like to send you further information about our own products and services. If you have consented to receive marketing, you may opt out at a later date.

You have a right at any time to stop us from contacting you for marketing purposes.

10. Access to your information and correction

If you would like a copy of some or all of your personal information, please email info@feelbettermassage.co.uk or write to us at the following address: Feel Better Massage and Sports Therapy, 69 Woodchurch Road, Oxton, Wirral. CH42 9LQ. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

11. Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information e.g. how long visitors stay on our website. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.google.com/policies/technologies/cookies

You can set your browser not to accept cookies and the above website tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

12. Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 20th July 2020.