Privacy Policy

This notice describes how we collect, store, transfer and use personal data. It tells you about your privacy rights and how the law protects you.

In the context of the law and this notice, ‘personal data’ is information that clearly identifies you as an individual or which could be used to identify you if combined with other information. Acting in any way on personal data is referred to as ‘processing’.

This notice applies to personal data collected through our website and through social media platforms and online retail platforms, including but not limited to Facebook, Instagram, WhatsApp and WriteUpp.

We do not share, or sell, or disclose to a third party, any information collected through our website.

Who we are

Body Care Sports Therapy

Name: Bethan Cooper

Tel: 07900480413

Email: [email protected]

SST Numbers: 14725

Date Created/Updated: 19.03.2024

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. The following privacy policy details the lawful basis for Body Care Sports Therapy to hold information, the type of information that Body Care Sports Therapy holds about their clients, why that information is required, who it is shared with, how that information is used and protected and details the rights an individual has in terms of access to that information or, requests for information held to be amended or deleted.

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

If you do not agree to Body Care Sports Therapy keeping records of your personal information and treatment records then it may not be possible to provide any appointments or treatments.

As a registered member of the SST (Society of Sports Therapists) and insured through Balens, I abide by these associations codes of conduct and confidentiality requirements.

Where information is gathered from

Body Care Sports Therapy may collect personal information from:

• Email, phone calls or text messages sent from individuals to Body Care Sports Therapy
• Social media platforms associated to the business, including but not limited to: Instagram, Facebook, Twitter, email, phone messaging, and WhatsApp
• Discussions with clients during the consultation process and during subsequent treatments
• Interactive consent and consultation forms sent to the client via WriteUpp system through the business

What information is held

Body Care Sports Therapy may collect the following personal information:

• Name, title, and date of birth
• Contact information including email address, telephone numbers, 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 appointments
• Treatment detail and assessment notes which will be recorded after each session
• Follow up information which may be discussed with you by phone email or text after your appointment
• Electronic records of appointment times
• Phone numbers of clients are stored in the head therapist’s phone, no further information is stored with this

What is done with the information gathered

Body Care Sports Therapy requires this information to assess your appointment requirements and provide you with a safe and effective sports therapy treatment. Additionally the information is used to refer to at subsequent appointments/treatments in order to assess levels of improvement.

The information may be shared with another health care practitioner should you be referred to one of these by Body Care Sports Therapy. This will only be done with your consent.

Your information will not be shared with anyone else (other than required for legal process) without explaining the reason why this is necessary and obtaining your explicit consent. The contact information you provide may be used by Body Care Sports Therapy to contact you in relation to appointment times or dialogue regarding your treatment plan.

How long the information is held for

Body Care Sports Therapy is required to keep your information for a period of 7 years after your last treatment for insurance purposes. Your data will not be transferred without your consent.

Disposal of data

Once per year, Body Care Sports Therapy 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

Body Care Sports Therapy is committed to ensuring that all your information is secure.

In order to prevent unauthorised access or disclosure, suitable electronic procedures have been put in place to safeguard and secure the information that is collected from you. From this period onward, no paper notes will be kept to ensure full protection.

All computers or devices used to access any client details are encrypted and password secure, and safely stored away. The online notation system used (Writeupp) complies with all GDPR guidelines.

Data breach

A back up document is held of client names and contact details (name, email and telephone number). 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, Body Care Sports Therapy 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, Body Care Sports Therapy will notify those concerned directly and without delay. Records of personal data breaches will be maintained in any case.

Individual rights

The GDPR May 18 gives an individual the following rights:

• Right of access: You have the right to request a copy of the information that we hold about you
• Right of rectification: You have a right to correct data that we hold about you that is inaccurate or incomplete
• Right to be forgotten: In certain circumstances you can ask for the data we hold about you to be erased from our records
• Right to restriction of processing: Where certain conditions apply you have a right to restrict the processing
• Right of portability: You have the right to have the data we hold about you transferred to another organisation
• Right to object: You have the right to object to certain types of processing such as direct marketing
• Right to object to automated processing, including profiling: You also have the right not to be subject to the legal effects of automated processing or profiling

In the event that Body Care Sports Therapy refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

At your request, Body Care Sports Therapy can confirm what information it holds about you and how it is processed.

Information requests

• Identity and the contact details of the person or organisation (Body Care Sports Therapy) that has determined how and why to process your data
• Contact details of the data protection officer, where applicable
• The purpose of the processing as well as the legal basis for processing
• If the processing is based on the legitimate interests of Sports Therapists and information about these interests
• The categories of personal data collected, stored and processed
• Recipient(s) or categories of recipients that the data is/will be disclosed to
• How long the data will be stored
• Details of your rights to correct, erasure, restrict or object to such processing
• Information about your right to withdraw consent at any time
• How to lodge a complaint with the supervisory authority (ICO)
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data
• The source of personal data if it wasn’t collected directly from you
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing

Access to personal data

Body Care Sports Therapy will accept the following forms of identification (ID) when information on your personal data is requested:

• A copy of your driving licence, passport, birth certificate

AND

• A utility bill not older than three months

A minimum of one piece of photographic ID listed above and a supporting document is required.

If Body Care Sports Therapy is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to [email protected].

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Body Care Sports Therapy, you have the right to complain to us.

If you do not get a response within 30 days, you can complain to the ICO.