General Data Protection Regulation (GDPR) Privacy Notice

Data Controller Contact Details

Megumi Readhead
Yamato Holistics
07801 560789 / yamatoholistics@gmail.com
Abbey Road, Leiston, Suffolk, IP16 4HZ

The Purpose of processing Client Data

In order to give professional treatments, I will need to gather and retain potentially sensitive information about your health and lifestyle. I will only use this information for informing the treatments I offer, and associated recommendations concerning aspects of health and wellbeing which I will offer to you.

Lawful Basis for holding and using Client Information

As a member of the International Federation of Professional Aromatherapists(IFPA), I abide by Code of Practice and Ethics for the organisation. 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

  1. a)  my requirement to hold your information for the following legal reasons

    1. ‘claims occurring’ insurance

    2. law regarding children’s records

  2. b)  your consent

What information I hold and what I do with it

In order to give professional treatments, I will need to ask for and keep information about your health and lifestyle. I will only use this for informing the treatments I offer, 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 each consultation / treatment)

    I will not share your information with anyone else (other than as required for legal process), except for in the following circumstances:

  1. I may share your contact details with an electronic booking system(FRESHA). The booking system is NOT used for marketing purposes, only to contact you about your appointments.

  2. I share your contact details with an email marketing platform(Mailchimp), to provide news and updates. This only applies if you have opted to receive updates on the initial consultation forms. You can unsubscribe at any time by clicking the link in the emails sent out by Mailchimp or by contacting me.

  3. If you have booked your appointment with me at Woolpit Clinics, I share your contact details with their booking system(Skedda). The booking system is NOT used for marketing purposes, only to contact you about your appointments. All new clients/visitors at the Wooltpit Clinics must complete the Registration Form online prior to their appointment: https://woolpit-clinics.co.uk/woolpit-clinics-registration-page/

  4. I will need to be compliant with any request for data from the government or NHS for Test & Trace purposes.

  5. If I do need to share your information for any other reason then I will explain why it is necessary and will get your

    explicit consent before sharing that information.

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 in relation to:

  • Your appointments

  • Complementary Therapy and/or natural health information or information related to your health

  • News, special offers and promotions if you have opted in (You may unsubscribe from this at any-time by contacting me)

How Long I Retain Your Information for

I will keep your information for the following periods:

  1. claims occurring insurance: for which I am required to keep my records for 10 years after the last treatment

  2. law regarding children’s records: In the case of treatment to minors, the record will be kept for 10 years after they

    reach the age of majority (18).

I will not transfer your data outside the EU without your consent.

Your Rights

GDPR 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.

  • The right to lodge a complaint with the Information Commissioner’s Office : To be able to complain to the ICO if

    you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.

Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection- regulation-gdpr/individual-rights/. If you wish to exercise any of these rights, please use the contact details for Megumi Readhead Aromatherapy given above. If you are dissatisfied with the response you can complain to the Information Commissioner's Office. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113

Therapist’s Rights

Please note:

  • If you don’t agree to me keeping records of information about you and your treatments, or if you don’t allow me to

    use the information in the way I need to for treatments, I may not be able to treat you.

  • I have to keep your records of treatment for a certain period as described above, which may mean that even if

    you ask me to erase any details about you, I might have to keep these details until after that period has passed.

  • I can move your records between my computers and IT systems, as long as your details are protected from being

    seen by others without your permission.