Good Chi Privacy Policy
YOUR PERSONAL INFORMATION
GENERAL DATA PROTECTION REGULATION (UK GDPR)
This Privacy Notice explains what personal information I collect, why I collect it, how it is used and stored, and your rights regarding your information.
Therapist’s Name/Identity
Kirstie Smith trading as Kirstie Smith / Good Chi
Therapist’s Contact Details
Telephone: 07986 229038
Email: kirstiesmith@goodchi.co.uk
Address: Crieff, PH7 4BH
Data Controller – Kirstie Smith
The Purpose of Processing Client Data
In order to provide safe and appropriate holistic therapy services, I may need to collect and retain personal and health-related information about you.
This information is used solely for the purpose of:
• Assessing your suitability for treatment
• Providing holistic therapy services safely and effectively
• Maintaining accurate treatment records
• Providing appropriate advice and aftercare recommendations
• Managing appointments and bookings
• Meeting professional, legal and insurance requirements
Services offered by Kirstie Smith, Good Chi may include:
• Reflexology
• Usui Reiki
• Angelic Reiki
• Shamanic healing
• Crystal Healing
• Hand or Foot massage
• Dru Yoga
• Meditation
• Workshops, retreats and wellbeing events
Information may be collected through consultation forms, website enquiries, email, telephone, social media messaging and during treatment sessions.
If you provide sensitive health information but do not proceed with treatment, this information will normally be securely deleted unless there is a legal reason requiring it to be retained.
Lawful Basis for Holding and Using Client Information
As a member of the Association of Reflexologists (AoR), I adhere to their Codes of Practice and Ethics.
Under UK GDPR, the lawful bases relied upon for processing your information are:
• Legitimate Interests – to provide safe and appropriate holistic therapy services
• Contract – where processing is necessary to provide services that you have requested
• Legal Obligation – where records must be retained to meet legal, professional or insurance requirements
As I process health-related information, which is classed as Special Category Data, the additional condition for processing is that it is necessary for the provision of health and wellbeing services and to fulfil my professional obligations as a holistic therapist.
What Information I Hold and What I Do With It
In order to provide treatment safely and appropriately, I may collect and retain the following information:
• Your name, address, telephone number and email address
• Emergency contact details where appropriate
• Medical history and health-related information
• Current medications and treatments
• Consultation and consent forms
• Treatment records and session notes
• Appointment history
• Payment and gift voucher records
• Correspondence relating to appointments and treatments
• Marketing preferences where applicable
Your information will be treated as strictly confidential.
I will not share your personal information with any third party without your consent unless:
• Required to do so by law
• Required by my insurers in relation to a complaint or claim
• Necessary to protect your vital interests or those of another person
How Long I Retain Your Information
Records are retained in accordance with professional body and insurance requirements.
I will keep your information for the following periods:
• Adult client records – 8 years from the date of the last treatment
• Children’s records – until the age of 25
• Clients treated at age 17 – until the age of 26
Following these retention periods, records will be securely destroyed or permanently deleted.
Protecting Your Personal Data
I am committed to ensuring that your personal information is secure.
Appropriate technical, physical and organisational measures are in place to protect your information from unauthorised access, disclosure, loss or misuse.
Information may be stored securely in:
• Password-protected electronic systems
• Encrypted devices
• Secure cloud-based storage systems
• Locked filing cabinets for paper records
Access to your information is restricted to Sarah Jane Fitzgerald.
Electronic Communications
Communication may take place via:
• Telephone
• SMS
• Facebook Messenger and other social media platforms
Whilst reasonable steps are taken to protect your information, no method of electronic communication can be guaranteed to be completely secure. By choosing to communicate through these methods, you acknowledge and accept this risk.
Marketing Communications
With your consent, I may occasionally contact you regarding:
• Treatments
• Workshops and events
• Wellbeing information
• Special offers and promotions
You may withdraw your consent to receive marketing communications at any time by contacting me directly.
Your Rights
UK GDPR gives you the following rights:
• The Right to be Informed
To know how your information is collected, stored and used.
• The Right of Access
To request a copy of the information held about you.
• The Right to Rectification
To request correction of inaccurate or incomplete information.
• The Right to Erasure
To request deletion of your personal information where legally permitted.
• The Right to Restrict Processing
To request limits on how your information is used.
• The Right to Data Portability
Under certain circumstances, to receive a copy of your information in a format that can be transferred elsewhere.
• The Right to Object
To object to the use of your information for certain purposes.
• Rights in Relation to Automated Decision-Making and Profiling
Sarah Jane Holistics does not carry out automated decision-making or profiling.
• The Right to Lodge a Complaint
If you have any concerns about how your personal information has been collected, stored or used, please contact me, Kirstie Smith, trading as Kirstie Smith / Good Chi by email or in writing using the contact details provided at the top of this policy. I will do my best to investigate and resolve your concerns promptly, fairly and in accordance with my obligations under UK data protection law.
If you remain dissatisfied following my response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.
Information about how to make a complaint can be found at: www.ico.org.uk
If you wish to exercise any of these rights, please contact me using the details provided above.
Therapist’s Rights
Please note:
• If you do not agree to your therapist keeping records of information about you and your treatments, it may not be possible to provide treatment safely.
• Professional, legal and insurance requirements mean that treatment records must be retained for certain periods, even if you request their deletion.
• Your therapist may move records between secure computers, devices and storage systems where necessary for the safe operation of the business, provided appropriate security measures are maintained.
Consent
By choosing to receive services from Kirstie Smith / Good Chi you acknowledge that you have read and understood this Privacy Notice.
You will be asked to confirm this as part of your consultation and consent process.