Privacy Policy

This is the privacy policy for Diana Cox, trading as Healing Hearts and Minds UK and as the following website(s) and social media identities: Reiki Ramsgate, Reiki South London and Healing Hearts and Minds UK

Contact details: Diana Cox reikiramsgate@gmail.com

There are two sections to the following information:

About your personal data – the type of data that is collected or used, including when, how and why
Your rights – all the ways that you can control what happens with your data

About your personal data

When you make an enquiry

The name and contact details you give and the content of your message(s) are retained for following reasons;

By your consent
As part of a ‘contract’ (only while we communicate)
For legitimate business interests

When you work with me One-to-One or as a student

Client work is different. Dependent on the work, you may wish (or need) to provide personal details of a sensitive nature. As an intake form these are retained in printed and / or handwritten format and include your contact details and where appropriate, signature. The sensitive nature of such documents will generally be in relation to health or medical history. Similarly, if working with me as a student, your student intake form will include your contact details and signature and may also contain details health or dietary details if relevant to the teaching environment.

Session notes are handwritten by me for the purpose of fulfilling our contract and keeping a record of the work during the session and from one week to the next, filed separately and kept in a locked cabinet to which I am sole key-holder. Student notes are kept for the purposes of being responsive to your individual circumstances and ascertaining your readiness for the next level of training. Again these are kept in a locked cabinet. In both cases I am required by law to retain these records for six years after the completion of our contract – or in the case of a minor, from six years beyond the date of their eighteenth birthday. My insurers require I retain this paperwork for a further year for both adults and minors as they require a total 7 of years. All digital paperwork, where kept, will be on a password protected hard-drive.

Other data sources:

I may receive information from another practitioner or therapist as part of a referral. In such a case you may be unaware that the consented data transfer has taken place, I will therefore inform you of receipt within 28 days.

Sharing your data

Your privacy is important and I do not sell your data nor share it except by your consent or under the law. When working together, I may give out elements of your personal information to another practitioner or therapist as part of a referral. This will always only be with your personal consent.

In continuation of current UK law on confidentiality I also retain the right and in some cases the legal requirement to breach confidentiality to inform an authority such as the police or your GP of impending harm or illegality.

Your Rights

The GDPR sets out clearly what your rights are. It also lays out deadlines for a reply and other rules which are reproduced for your information at the bottom of this section.

Right to be informed

You have the right to be informed about the collection and use of your personal data. I must provide you with information including: my purposes for processing your personal data, my retention periods for that personal data, and who it will be shared with. This ‘privacy information’ is provided above. If there is anything you do not understand, please get in touch.

Right of access

You have the right to access your personal data and supplementary information. This allows you to be aware of and verify the lawfulness of the processing. You are entitled to confirmation that your data is being processed, access to your personal data, and other supplementary information as provided in this privacy notice.

Right to rectification

You have the right to have your personal data corrected if it is incorrect, or completed if it is incomplete.

Right to erasure

You may request, verbally or in writing, to have your data erased. This is also commonly known as ‘the right to be forgotten’. This right only takes effect when:

Your personal data is no longer necessary for the purpose for which it was originally collected or processed,
You withdraw your consent when the sole legal basis to hold this information is your consent,
There is a legitimate interest in processing this data, which does not override your request
Processing/analysing of the personal data was for direct marketing purposes and this is the use you object to
Your personal data was processed unlawfully without a proper legal basis
There is a legal obligation to comply with your request

Right to restrict processing

You have the right to request the restriction or suppression of your personal data. In other words you want to stop the data being used but keep it on file.
In this case your personal data cannot be used and can only be stored unless:
you give your consent;
it is for the establishment, exercise or defence of legal claims;
it is for the protection of the rights of another person (natural or legal); or
it is for reasons of important public interest.

Right to object

Individuals have the right to object to:

processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
direct marketing (including profiling); and
processing for purposes of scientific/historical research and statistics.

Your objection must be made on grounds relating to your particular situation. Once you object your data can no longer be processed, unless;

there are demonstrably compelling legitimate grounds for the processing, which override the interests, rights and freedoms of the individual; or
the processing is for the establishment, exercise or defence of legal claims.
You may complain directly to me using the contact details above. If you find the outcome unsatisfactory you are then able to object or complain to my insurance company: Balens 01684 580 771, Info@Balens.co.uk

Timelines:

You can claim a right verbally or in writing. A response should come without delay and at least within one month of receipt. The time limit is calculated from the day after you make the request (whether the day after is a working day or not) until the corresponding calendar date in the next month. I aim to respond within 28 days.

Exceptions:

When you request access to your data, a copy must be provided free of charge. However, you can be charged a ‘reasonable fee’ when a request is:

manifestly unfounded or excessive, particularly if it is repetitive, unless that’s because I failed to respond; or for further copies of the same information (that’s previously been provided).