PRIVACY POLICY

 

Victoria Sharpin also trading as Energise Sports Therapy (referred to as EST below)

Name: Victoria Sharpin ITEC SMT and MSMA

Tel: 07738 620661

Email: victoria@energisesportstherapy.co.uk

ICO Reference Number: A8708540

Date Created/Updated: 12.06.2020

The GDPR (General Data Protection Regulation) May 2018 is the legal regulation that has been put in place to safeguard an individual’s personal information.

 

WHY THE INFORMATION IS REQUIRED

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

In order to provide an effective and safe massage therapy treatment, I 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.

I also require your contact details to arrange appointment times with you

As a registered massage therapist with the Sports Massage Association (referred hereafter as SMA), I abide by the association’s code of conduct and confidentiality requirements.

 

WHERE THE INFORMATION IS GATHERED FROM

Victoria Sharpin and EST may collect personal information from:

The form on the website www.energisesportstherapy.co.uk

Email or Text messages sent from individuals to Victoria Sharpin and EST

Telephone calls requesting treatment.

Discussions with clients during the consultation process and during subsequent treatments

 

WHAT INFORMATION IS HELD

I may collect the following personal information:

• Name, Title and Date of Birth

• Contact information including email address, telephone number 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 you by phone email or text after your treatment.

• Diarised records of appointment times

 

WHAT IS DONE WITH THE INFORMATION GATHERED

Victoria Sharpin and EST requires this information to assess your massage treatment requirements and provide you with a safe and effective massage therapy

The paper consultation form is stored in a locked cabinet at 3 Liss Drive, Fleet. GU51 1DJ

A digital back up document is held of client names and contact details and e-mail address which is held on computer in a password protected file.

The contact information you provide may be used by Victoria Sharpin and EST to contact you in relation to appointment times or dialogue regarding your treatment plan. As part of your treatment plan it may be necessary to send out exercise prescription.  This is done by entering your name, date of birth and e-mail address on an exercise prescription software database, as agreed on your consultation form. You will receive an e-mail with password to access your account.

I may use your information to notify you about any changes to service/product changes, that may affect our service

If you wish to be treated by me at Farnham at Bourne Chiropractic Clinic and Rehabilitation  then your details are entered onto a secure Health Practitioner software database. You should refer to their privacy statement with regards to use how your details are stored and used. www.bournechiropracticclinic.co.uk

 

Mailing Lists:
I use a third-party provider, MailChimp, to deliver our newsletter. I gather statistics around email opening and clicks using industry standard technologies to help me monitor and improve the e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing me at victoria@energisesportstherapy.co.uk

I don’t rent or trade email lists with other organisations and businesses.

 

HOW LONG IS THE INFORMATION HELD FOR

Victoria Sharpin and EST is required to keep your information for a period of 7 years after your last treatment for insurance purposes and under GDPR and within guidelines under the SMA.

Disposal of Data: Once per year I will review all client records and destroy any records that are no longer bound by the regulated legal timescale for such records to be held.

 

SECURITY POLICY

Victoria Sharpin and EST is 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 information gathered is held on paper Consultation forms and treatment notes and is stored securely in a locked filing cabinet. Contact details including name and telephone number are held on a password protected telephone.  A digital copy of details including telephone numbers, postal address, date of birth and email address are held in a password protected file on a personal computer.

 

THIRD PARTY LINKS
You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

 

DATA BREACH

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, Victoria Sharpin and EST 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, Energise Sports Therapy will notify those concerned directly and without delay. Records of personal data breaches will be maintained in any case.

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

 

Changes to this policy
We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data.