The Garden Room (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be held and processed by us. By visiting www.stoudmassagetherapy.co.uk (the website for The Garden Room), you are accepting and consenting to the practices described in this policy.
Information you give to us.
You may provide information about you by completing the appointments form on our website, telephoning us or contacting us directly by e-mail. This information may include name, address, email address and phone number/s.
When attending an appointment, you will be asked to complete a client consultation form. Information on this form includes your name, postal and e-mail addresses, mobile and landline telephone numbers, emergency contact details, occupation, birth date, medical history/medication, allergies, whether you are pregnant and why you are seeking a treatment.
How we use this information.
The information you give to us at the point of initial contact is used to return that contact, answering queries, providing information and arranging appointments. E-mail addresses may, from time to time, be used to inform about offers and discounts, only when explicit consent has been given.
The information on the client consultation form is used as follows:
Name and contact details: to make/rearrange/cancel appointments and provide information on catchment area of client base.
Emergency contact: only used in the event of an emergency during a visit to the Garden Room, i.e. severe allergic reaction.
Occupation: raise awareness of potential work related effects on conditions.
Birth date: monitor the age demographic of those using the treatments.
Medical conditions/ medication: it is important to be aware of medical history to be able to establish which treatments are appropriate or whether treatments will need to be modified.
Allergies: to ensure that products used are appropriate and safe.
Pregnancy: to ensure that the treatment given is appropriate and safe.
Main reason for treatment: to tailor the treatment to meet client wants and needs.
None of this information is shared with any other organisation.
Storing this information.
Contact forms submitted through www.stroudmassagetherapy.co.uk are stored in the backend of the website.
E-mails and text messages sent and received are stored on a laptop and mobile phone, only used by us.
Client consultation forms are stored securely in hard copy form only.
Keeping data secure and safe.
We strive to maintain procedural, physical and technical safeguards appropriate to the sensitivity of the personal information, designed to protect from loss, unauthorised access, copying, use, modification or disclosure.
How long we keep your personal data.
There may be legal and statutory requirements which regulate the length of time for which your personal data needs to be retained. Aside from these, we will keep your personal information for the purposes stated, until we are conscious that it no longer applies or you ask for it to be deleted.
You may, at any time, request a copy of the data that is held on you, by contacting us directly.
You may also have the right to request:
- Correction of errors in the data
- Erasure of the data – you may ask us to stop processing your personal information, where there is no good reason for us to continue
- Suspension of processing information
- The transfer of your personal information to another party
We will not charge a fee to access your personal data but we may charge a reasonable fee if your request for access is clearly unwarranted or extreme. We may, under these circumstances, refuse to comply with the request.
You have the right to make a complaint to the Information Commissioners Office, at any time.
It is the responsibility of Sara Phelps, owner of The Garden Room, as data controller, to ensure that this policy is practised.
It is the responsibility of clients and potential clients to provide accurate and current information and update us with any changes that may affect a treatment or our ability to contact you.
We reserve the right to change this privacy notice at any time and will keep it up to date. The latest version is published on our website.
Questions or concerns regarding this policy are welcomed and should be sent to firstname.lastname@example.org