GDPR (implemented by DPA2018 in the UK) brought in new legal protection for personal information from 25th May 2018. This tells you what personal information we hold and why, and what your rights are.
Organisation name: Sarah Pate Clinical Reflexology and Retreats is the data controller with the Information Commissioner’s Office.
Business HQ: Clitheroe Leisure, Chatburn Road, Clitheroe, Lancashire, BB7 2AW
Telephone No: 07830340178
Email: Please direct any enquiries or complaints relating to GDPR in the first instance to: info@sarahpateclinicalreflexology.co.uk
Information Commissioner’s Office: If unsatisfied, you can contact the ICO on 0303 123 1113, https://ico.org.uk/global/contact-us/email/
Sharing Personal Data
We will NOT share your information with anyone else, other than as required for legal process and we will contact you using the contact preferences you have given me. Your personal data will be treated as strictly confidential. We will only share your personal data with other organisations, in particular retreat and events venue providers, where this is required by them to ensure they have necessary information to comply with health and safety regulations and to provide appropriate level of services. We will only share your personal data with external accountancy services for the purpose of providing accurate records to inform financial records and the drawing up of annual accounts.
- We hold and use data in order to provide participants with the best possible experience, support and advice. We hold special category data (i.e. health related information), the Additional Condition under which we hold and use this information is: for Sarah to fulfil her role as a health care practitioner bound under the membership body Code of Practice and Ethics. Sarah may also need to share some information for legal reasons as outlined below;
- ‘claims occurring’ insurance
- law regarding children’s records
- to retain records in accordance with Membership body requirements
What information we hold and what we do with it
In order to provide a professional service, we will need to gather and keep potentially sensitive information about your health. It will only be used to offer a safe a tailored service and to inform any health and wellbeing considerations offered up on retreats. The information to be held is:
- Your contact details
- Medical history and other health-related information
- Lifestyle information
- Treatment details if required
We may contact you by email, telephone, text, WhatsApp or by whatever means you prefer in relation to:
- The retreat experience
- Reflexology information
- Special offers and promotions (you may unsubscribe from this at any time)
We will only keep your information for as long as is legally required:
- Book keeping: 7 years
- ‘Claims occurring’ insurance: 7 years after last treatment
- law regarding children’s records: kept until the child is 25 or if 17 when treated, then 26
- Membership and Regulatory body requirements to retain information for 8 years
Protecting Your Personal Data
We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information I collect from you.
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 practitioner’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 practitioner 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 practitioner 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 practitioner 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 practitioner 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. Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
Practitioner’s Rights
Please note:
- Your practitioner 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 practitioner 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.
DECLARATION OF CONSENT I consent to you holding and using my information as outlined above, and understand that I may withdraw that consent at any time by emailing you at the email address above to: By booking a treatment or a retreat, you consent to us holding and using your information as outlined above, and understand that you may withdraw that consent at any time by emailing Sarah Pate Clinical Reflexology and Retreats.