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This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the General Data Protection Regulation (GDPR), which came into effect in May 2018. We encourage you to read this notice carefully. This notice applies to current and former clients.
Our Contact Details:
Data controller:
Clare Watson, JWC Wellness. Telephone 07865 656644, email clare@jwcwellness.co.uk, web: jwcwellness.co.uk
Name of Data Protection Officer: Clare Watson
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
· Used lawfully, fairly and in a transparent way
· Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
· Relevant to the purposes we have told you about and limited only to those purposes
· Accurate and kept up to date
· Kept only as long as necessary for the purposes we have told you about
· Kept securely
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). The organisation collects and processes personal data relating to its clients to manage the business/client relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
There are “special categories” of more sensitive personal data which require a higher level of protection.
What information does the organisation collect?
The organisation collects and processes a range of information about you. This may include:
· Your name, address and contact details, including email address and telephone number and date of birth.
· name and contact details of next of kin in case of emergency.
· details of any allergies you may have or medication you may need in an emergency.
· doctors name, address, and telephone number
We may also collect, store, and use the following “special categories” of more sensitive personal information including:
· information about medical or health conditions, including whether you have a disability for which the organisation needs to make reasonable adjustments or could prohibit treatment.
· lifestyle assessment including whether you are a smoker, stress levels, occupation, hobbies, and areas of concern.
How is your personal information collected?
The organisation may collect this information in a variety of ways. For example, data might be collected through direct email, online booking form or consultation form. Data will be stored in a range of different places, including in your client file and in IT systems such as the organisation’s email and booking system.
Why does the organisation process personal data?
· For us to fulfil your booking requirements, from initial enquiry through to completion of the booking and post treatment feedback
· for insurance regulations
· internal record keeping for tax purposes
· marketing (for services that you have engaged in or expressed an interest in)– special offers, events, newsletters
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. Under certain circumstances, by law you have the right to:
· access and obtain a copy of your data on request
· require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
· object to processing of personal data that is likely to cause, or is causing, damage or distress
· prevent processing for the purpose of direct marketing
· object to decisions being taken by automated means
· in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
claim compensation for damages caused by a breach of the Data Protection regulations
· Request the transfer of your personal information to another party
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the DPO. If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
How does the organisation protect data?
The organisation has controls in place to try to ensure that your data is not lost, accidentally destroyed, misused, altered, disclosed or accessed in an unauthorised way. In addition, we limit access to your personal information to Clare Watson who is subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions; these parties are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does the organisation keep data?
The organisation will hold client personal data indefinitely in line with insurance guidelines.
Third party IT solutions used by JWC Wellness (click on the Privacy Policy link to see what data is stored):
Cronofy– online booking scheduler
Microsoft 365 – email client
GoDaddy– website host
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact the DPO.
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