I need to hold and use client data in order to provide you with a personalised treatment, support and advice, I will require clients to sign a Privacy Notice to comply with GDPR (the new date protection law).  This notice tells you what personal information I hold and will keep safe.

 

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)
GDPR was brought in on to provide new legal protection for personal information. This tells you what personal information I gather via my website, and why, and what your rights are. 

THE PURPOSE OF PROCESSING CLIENT DATA
In order to give professional reflexology treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing reflexology treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I take basic contact details and information via my website to allow me to contact you and handle bookings. 

LAWFUL BASIS FOR HOLDING AND RETAINING CLIENT INFORMATION
As a full member of the Association of Reflexologists, I abide by the AoR Code of Practice and Ethics. The lawful basis under which I hold and use your information is:
•  my legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options and advice
•  my requirement to hold your information for the following legal reasons:  
a. ‘claims occurring’ insurance
b. law regarding children’s records
c. CNHC requirements to retain information 

As I hold special category data (i.e. health related information), the Additional Condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics. 

WHAT INFORMATION I HOLD AND WHAT I DO WITH IT
In order to give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology treatments and any advice I give as a result of your treatment. The information to be held is:
•  Your contact details
•  Medical history and other health-related information (which I will take from you at first consultation)
•  Treatment details and related notes (which I will take after each consultation)

I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary and getting your explicit consent.

HOW LONG I RETAIN YOUR INFORMATION FOR
I will keep your information for the following periods:

• Retain your records for 20 years after our last session. If you were under 18 when we worked together, I keep your records until you reach the age of 25, or for 20 years after our last session — whichever is longer.

• This retention period is per Association of Reflexologists (AoR) guidance and professional indemnity insurance requirements.

• At the end of the retention period, paper records are securely destroyed.

PROTECTING YOUR PERSONAL DATA
I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information I collect from you.

I will contact you using the contact preferences you give me in relation to: 
•  Appointment times
•  Reflexology information or information related to your health
•  Special offers and promotions (you may unsubscribe from this at any time)

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YOUR RIGHTS 
DPR gives you the following rights:

•  The right to be informed: To know how your information will be held and used (this notice).
•  The right of access: To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
•  The right to rectification: To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
•  The right to erasure (also called “the right to be forgotten”): For you to request your therapist to erase any information they hold about you.
•  The right to restrict processing of personal data: You have the right to request limits on how your therapist uses your personal information.
•  The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.  
•  The right to object:To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
•  Rights in relation to automated decision-making and profiling.

 

COMPLAINTS PROCEDURE

​Please submit your complaint by email or in writing to purebr3@gmail.com and include:

• Your full name and preferred contact details

• A clear description of your complaint

• The date(s) the issue occurred

• Any relevant information that may help with the investigation

 

PROCESS

I will acknowledge your complaint within 7 working days of receiving it.

I will review the circumstances surrounding your complaint and may contact you if further information is required.

I aim to provide a written response within 15 working days. If additional time is required, I will keep you informed and explain the reasons for any delay.

Where appropriate, I will seek to resolve complaints through explanation and discussion plus service improvements.

Once the matter has been investigated and a response provided to your satisfaction, the complaint will be considered closed unless further information becomes available.

All complaints will be handled sensitively and confidentially. Information will only be shared where necessary to investigate and resolve the complaint or where required by law.

Nothing within this procedure affects your legal rights.

If your complaint relates specifically to the way your personal data has been collected, stored or processed, please refer to the separate GDPR Complaints Procedure.

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Data protection complaints — your right under the Data (Use and Access) Act 2025

You have the right to make a data protection complaint directly to us if you are unhappy with how we have handled your personal information.

To make a complaint:

• Email: purebr3@gmail.com

• We will acknowledge your complaint promptly and aim to resolve it as quickly as possible.

If you are not satisfied with our response:

You may escalate your complaint to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection:

• Website: ico.org.uk

• Telephone: 0303 123 1113

• Address: ICO, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

THERAPIST’S RIGHTS
Please note:
•  If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you.  
•  Your therapist has to keep your records of treatment for a certain period, as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed.
•  Your therapist can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.

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CANCELLATION POLICY

"If you are unable to attend your appointment, please provide at least 24 hours’ notice to avoid being charged the full cost of the treatment. A 24-hour cancellation policy applies, and missed appointments or same-day cancellations will be charged in full."