Our contact details
Name: Simply Hers
Phone Number: 07956 600148
The type of personal information we collect:
We currently collect and process the following information:
Personal identifiers, contacts and characteristics (for example, name and contact details, phone number, email address)Information about medical conditions and medical history.
How we get the personal information and why we have it:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
You are required to fill in a Consultation Form for the purpose of having a massage
Ongoing record of treatment is kept following every massage detailing how you feel from the previous session, any changes etc that you feel, information about any presenting issues and after care advice given.
To comply with current government COVID 19 guidelines consultations are held via Zoom meetings which are recorded.
We also receive personal information indirectly, from the following sources in the following scenarios:
In the event of an ongoing medical condition where more information may be required then we may request this information from your GP or medical provider (for example a specialist, physio etc).
We use the information that you have given us to make sure massage is safe for you and to establish what adjustments/local restrictions to massage may apply to you at that time.
We do not share your details with 3rd parties. We may share this information with Insurance companies only when legally required to do so in the event of a claim made against us.
Simply Hers will also be complying with requests from Test and Trace to pass on details of clients seen if someone we have been in contact with has tested positive for Covid 19. If you do not wish us to pass on your details, please let us know by emailing us on firstname.lastname@example.org.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) We have a contractual obligation.
(b) We have a legal obligation.
(c) We have a legitimate interest
How we store your personal information:
Paperwork is securely stored in a locked filing cabinet.
Zoom recordings are stored on an external drive which is also kept in the locked filing cabinet. The recordings are then deleted and shredded from the computer itself
We keep paperwork and recordings for 5 years from the date of your last treatment. For clients aged under 18 years these will be kept for 5 years from the date they turn 18. If a client is suffering from any mental incapacity, then the records will be kept for 5 years from the date they are deemed capable of making their own decisions.
We will then dispose of your information by shredding all paperwork associated with a client. Any information held on external drive or computer will be deleted and shredded via the computer antivirus programme.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com or 07956 600148 if you wish to make a request.
How to complain:
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org..
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
(Policy Template taken from ICO website on 01 September 2020)