GDPR Privacy Policy

1. About This Document

At A Time to Relax, we are committed to protecting the privacy and security of our clients’ personal data. This GDPR Privacy Policy explains how we collect, use, and safeguard your information in accordance with the General Data Protection Regulation (GDPR).

2.  Our Contact Details

Name: A Time to Relax

Address: 2 Oaktree Cottage, Fareham Road, Wickham, Hampshire PO17 5BY

Email: amber@atimetorelax.co.uk

Telephone: 07786 066077

3.  The Data we collect

We may collect the following types of personal data:

  • Contact details (name, address, email, phone number)
  • Health information relevant to your treatments
  • Treatment details and related notes
  • Payment transaction data, what has been charged and when payment has been received and debt information.

4.  How we obtain the personal information and why we hold it

Most of the personal information we process is provided to us directly by you via:

  • Consultation form – Paper copy or via an online form
  • Telephone` call (notes taken)
  • Online contact form via the website
  • Message services such as WhatsApp or Messenger

Your personal data is collected as above and is used to:

  • Provide you with the best possible treatment options, support and advice
  • Schedule appointments – to be able to contact you if a treatment is to be cancelled or postponed as stated in the companies Good Practice Policy.
  • Provide information on other complimentary therapy services, if requested.
  • Process payments and chase for any debt outstanding
  • Supplying you with special offers or promotions (if you have opted in)
  • Comply with legal obligations, set out below

5.  Lawful Basis for Processing  

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

  • Your consent. You can remove your consent at any time by contacting: amber@atimetorelax.co.uk
  • We have a contractual obligation
  • We have a legal obligation:
    • ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment)
    • Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
    • CNHC (Complementary and Natural Healthcare Council) requirements to retain information for 8 years
  • We have a vital interest
  • We need it to perform a public task
  • We have a legitimate interest i.e. our requirement to retain the information to provide you with the best possible treatment options and advice.

6.  Protecting your Personal Data – How we store your personal information

I am committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, or unlawful processing and against accidental loss, destruction, or damage. I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. I will contact you using the contact preferences you have given me.

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.

We keep your contact information and treatment details for maximum of one year after your last treatment. We will then dispose your information by shredding and/or deleting your online files.

7.  Your data protection rights   

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at the details in section 2 if you wish to make a request.

8.  Therapist’s Rights           

If you don’t agree with 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 must 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 without your permission if your details are protected from being seen by others.  

9.  How to complain    

If you have any concerns about our use of your personal information, please refer to our GDPR Complaints Procedure HERE. Or you may obtain a copy from your therapist.

10.  Changes to This Policy    

We may update this policy from time to time. We will notify you of any significant changes.

Amended: 15/06/26 (AMalleson)

GDPR Complaints Procedure

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