Who we are
Time for Me (of Kenilworth) Ltd is a complementary health service offering holistic health support in the form of Bowen technique, clinical Reflexology and ear candling.
What is a privacy notice?
Why issue a privacy notice?
Time for Me (of Kenilworth) recognises the importance of protecting personal and confidential information in all that we do and takes care to meet its legal duties. This notice is one of the ways in which we can demonstrate our commitment to our legal obligations, our values and being transparent and open.
This notice also explains what rights you have to control how we use your information.
The EU General Data Protection Regulations (GDPR) effective 25th May 2018 require that all organisations collecting and holding personal data provide a privacy notice which is simple to understand and available to all at the point of data collection.
Why and how we collect information
As set out in Article 6 of the GDPR, if you make an enquiry of Time for Me (of Kenilworth) by email or via our web ‘Contact us’ form you will be asked to give your clear consent to us processing your personal data for the purposes of responding to your enquiry and, if you wish, you can also opt-in to be kept up to date with our activities in the future.
Similarly, if you proceed to become a client of Time for Me (of Kenilworth) OR you receive a taster session from us at an event or similar, because our services are hands-on in nature, we will ask you to provide personal data about you and your health and we will ask for your written consent to us continuing to hold that information and to receiving holistic health services whether paid for or free from us. Without your clear consent we are unable to provide services to you.
We will continue to hold your personal information including your full health history and details of any interactions you have with us during your time as a client with us and beyond that point where it is necessary for our legitimate interests unless there is a good reason to protect your personal data which overrides those legitimate interests. We believe this is in line with your (our client’s) reasonable expectations and we will ensure that it does not have an unwarranted impact on you. See ‘Your right to be forgotten’ at the end of this document.
Furthermore, if you are a referral from another source it is possible that the processing of your data is necessary for us to meet the specific requirements of a contract we have entered into, for example with an insurance or occupational health provider.
If you provide your information via other routes such as a prize draw then you will be asked at that point whether you wish to opt-in for future contact. Unless you agree your details will be solely used for the purpose for which they were collected e.g. the prize draw and then they will be securely destroyed.
What information we collect
• Basic details, such as name, address, date of birth, next of kin
• Details and records of any appointments and care that has been provided to you, including notes and reports about your health including your initial consultation or disclaimer form, any past injuries, operations, illnesses and any current medicines and supplements whether prescribed by a medic or self-prescribed.
• Results if you choose to provide us with them of x-rays, MRIs, blood tests, etc.
• Information from people who care for you and know you well, such as health professionals and relatives.
It may also include, if you have deemed it necessary to advise us, information about your sexuality, race, religion or beliefs, and whether you have a disability, allergies or health conditions. It is important for us to have a complete picture, as this information assists staff involved in your care to deliver and provide improved care, deliver appropriate support and advice, to meet your needs.
Information is sometimes collected via your healthcare professional or insurance company, including on occasion referral details from your GP or directly given by you.
If you choose to opt-in to receive news from us then you will be required to specify the routes by which we can reach you. Please note that appointment arrangements via SMS or email do not require an opt-in.
How is information retained and kept safe?
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place appropriate technical and organizational measures to safeguard and secure the information we collect about you with some information encrypted and stored electronically and paper records held under lock and key at all times.
Everyone working for Time for Me (of Kenilworth) is subject to the Common Law Duty of Confidentiality and any Data Protection legislation in force at any point in time. Information provided in confidence will only be used for the purposes to which you consent to, unless there are other circumstances covered by the law which require that we disclose that information. Access is strictly restricted to staff involved in your care.
Time for Me (of Kenilworth) Ltd is registered with the Information Commissioners Office (ICO). Details of our registration can be found at: https://ico.org.uk/esdwebpages/search. Enter our registration number (ZA227110) and click ‘search register’.
From time to time it is possible that a student practitioner may be present in the clinic to observe. At no point will any such individual be in the room with you, party to any conversations about you or given access to your details unless it is with your specific permission and in any event no identifying data (name, address, email address, phone number or other contact information) will be made available to them.
If staff would like a student to be present they will always ask for your permission before that meeting or episode of care. The treatment or care you receive will not be affected if you refuse to have a student present during your episode of care. You may refuse if it makes you feel uncomfortable in any way.
Who will the information be shared with?
To provide continuity of care, sometimes it may be necessary to share information about you with a similar practitioner or in a different modality, possibly in another part of the country but we will never disclose any health information to third parties without your explicit consent, unless there are exceptional circumstances, such as when the health or safety of others is at risk or where the law requires the disclosure of information.
Your right to be forgotten
The GDPR provides the right to have all data we hold on you deleted but only provided you have not received any holistic health services from us. If you have received services from us then we will continue to securely hold your data for as long as necessary for our legitimate interests unless there is a good reason to protect your personal data which overrides those legitimate interests. We will however cease contact with you via any means to which you had previously opted in such as email, phone, SMS, posted letter and more with immediate effect.
Can I access my information?
Under the UK Data Protection Act 1998 / EU General Data Protection Regulations 2018 a person may request access to information (with some exemptions) that is held about them by an organisation.
The Data Controller at Time for Me (of Kenilworth) Ltd is Kathryn Phillips who can be contacted at the registered office via the web form on: http://www.timeforme-kenilworth.net/contact/
OR at: Warwick Road Clinic, 134 Warwick Road, Kenilworth CV8 1HS
On occasions it may be necessary for us to confirm your identity prior to complying with a request for a copy of your data. For example, you may be required to provide a passport or other form of identity. This is to protect your privacy by ensuring that we are acting on instruction from the data subject.
If you remain dissatisfied with our processing of your request, you may contact the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Their web site is at www.ico.gov.uk
The Information Commissioner will not normally consider an appeal until you have exhausted your rights of redress and complaint with Time for Me (of Kenilworth).
Contacting staff within Time for Me (of Kenilworth)
Where any contact details are given for members of Time for Me (of Kenilworth) staff, notice is hereby given, under Section 11 of the Data Protection Act 1998 (or any equivalent under the GDPR), on behalf of the individual or individuals that this personal information may not be used for the purposes of direct marketing.
From time to time cookies may be used, such as by Google analytics, to analyze use of our web site but any tracking of activity will only be used to produce anonymous website statistics. We have no control over cookies used by such third parties.