Client Information
All personal information appertaining to the service we are contracted to provide is treated as confidential. However, there are times when your personal information needs to be recorded and shared including:
- Creating written records of consultations, analyses and prescriptions, as well as notes of communications between meetings
- To ensure the personal safety of staff, the client or someone known to them
The maintenance of clinical excellence and professional guidance via a qualified and registered supervisor - For the purposes of analysing and prescribing medication and treatments
- Collaborative working with other practitioners such as fellow doulas
- Booking appointments through a third-party agency
- Legal obligations including patient safety, our duty of care and the prevention of fraud and/or crime
Client Contact
- Clients are contacted for the purpose of booking appointments and case management
- Clients will where possible be contacted via their preferred method of communication
Head to Heal relies on the following options for the legal processing of personal data
- Legitimate interests for sales and marketing purposes
- Data processing is necessary for the performance of contract so we can provide the service you have requested
- Data processing is necessary in order to protect your vital interests such as protecting your health and wellbeing
- Data processing is necessary for the performance of a task carried out in the public interest such as collecting local authority statistics
- Data processing is necessary for a legal obligation such as law and order, government legislation etc
- Where there is no other legal option, we can rely on for data processing, we will seek your consent.
Where processing involves special categories of personal data, Head to Heal will also be relying on Article 9 (h), processing is necessary for the purposes of preventative or occupational medicine and the provision of holistic health treatment.
Security
- Electronic records and emails are password and security software protected
- Written records are kept in the client file and stored under lock and key
- In the event of a data breach when there has been an accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data the ICO will be informed within 72 hours and where required Data Subjects will also be informed.
Data Retention
- Adult records will be stored for a period of seven years following their final consultation or for seven years following their eighteenth birthday for minors.
Your rights as a data subject
At any point whilst Head to Heal is in possession of or processing your personal data, all data subjects have the following rights:
- Right to information – you can ask for information about what data is being processed and the rationale for such processing.
- 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 Head to Heal 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.
Head to Heal at your request can confirm what information it holds about you and how it is processed.
You can request the following information:
- Identity and the contact details of the person at Head to Heal 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 Head to Heal or one of its clients, information about those 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, erase, 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.
To access personal data that is being held, identification will be required. Head to Heal will accept the following forms of 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 Head to Heal is dissatisfied with the quality, further information may be sought before personal data can be released.
All requests should be made to hello@headtoheal.uk or by phoning 07950 336495.
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Head to Heal, you have the right to complain to us. If you do not get a response within 30 days you can then complain to the ICO. The details for ICO: Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/
The ICO registration number for Head to Heal is: ZA482578
