Libra Reflexology Privacy Notice
Our contact details
Name: Clare Dowling
Address: 34 London Road. Balderton. Newark
Phone Number: 07951041394
E-mail: clare@librareflexology.co.uk
The type of personal information we collect
To give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology treatments and any advice I give because of your treatment. The information to be held is:
Your contact details
Medical history and other health-related information
Treatment details and related notes
How we get the personal information and why we hold it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
For informing reflexology treatments and any advice I give because of your treatment.
We use the information that you have given us to:
Provide you with the best possible treatment options, support and advice.
We may share this information with Alan Boswell insurance, if an insurance claim is made.
Lawful Basis for holding and using Client Information
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. You can do this by contacting Clare Dowling (clare@librareflexology.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)
We have a vital interest
We need it to perform a public task
We have a legitimate interest [my requirement to retain the information to provide you with the best possible treatment options and advice]
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.
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, 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.
We keep assessment notes, treatment notes and your demographic data for 7 years after your last treatment. We will then dispose your information by shredding.
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 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 clare@librareflexology.co.uk or 07951041394 if you wish to make a request.
THERAPIST’S RIGHTS
If you don’t agree to 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.
How to complain
If you have any concerns about our use of your personal information, please refer to our GDPR Complaints Procedure available on our website www.librareflexology.co uk or see below.
GDPR Complaints Procedure
Libra Reflexology
How we handle your data protection concerns
1. About This Document
This document sets out the complaints procedure for Libra Reflexology referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Important : This procedure applies to GDPR and data protection complaints only. For all other types of complaint, please refer to our general Complaints Policy
2. Our Contact Details
All GDPR-related complaints should be directed to us using the contact details below.
Business Name
Libra Reflexology
Registered Address
34 London Road Balderton. Newark NG243AJ
Complaints Email
Complaints Post
Clare Dowling. Libra Reflexology, 34 London Road Balderton. Newark NG243AJ
Privacy Policy
available on request or on website www.librareflexology.co.uk
3. Your Rights Under UK GDPR
You have the following rights in relation to the personal data we hold about you:
The right to access the personal data we hold about you (a Subject Access Request)
The right to rectification — to have inaccurate or incomplete data corrected
The right to erasure (‘the right to be forgotten’) in certain circumstances
The right to restrict processing of your personal data
The right to data portability — to receive your data in a structured, machine-readable format
The right to object to processing, including for direct marketing purposes
The right to withdraw consent at any time where processing is based on your consent
If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document.
4. How to Make a Complaint
Please submit your complaint in writing — [either by post or by email] — using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include:
Your full name and preferred contact details
A clear description of your concern and which data protection right(s) you believe have been affected
The approximate date(s) when the issue occurred
Any relevant reference numbers, correspondence or documents
5. Our Complaints Process
Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially.
Acknowledgement — within 30 days: We will acknowledge your complaint in writing within 30 days of receiving it, confirming that we have recorded it and will be investigating.
Requesting Further Information: If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why.
Investigation & Review: We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays.
Decision & Outcome: We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case).
Closure or Escalation: If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below).
6. Escalating Your Complaint to the ICO
If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge.
ICO website: https://ico.org.uk/make-a-complaint/
ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)
ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
T&Cs for Libra Reflexology
I am a full member of the Association of Reflexologists (AoR). Being a full member of the AoR demonstrates that I have a nationally recognised Diploma in Reflexology.
As an AoR member:
I am bound by the AoR Code of Practice and Ethics.
I follow the AoR Good Practice Policy and hygiene guidance to ensure client safety.
I will always be adequately insured for medical malpractice /professional indemnity requirements. The industry standard is in excess of £5 million cover.
I comply with the AoR Continuing Professional Development requirements which ensures my practice is kept up to date.
I am compliant with GDPR data protection, please see my separate GDPR policy. Your information will remain confidential at all times.
As a professional and highly qualified reflexologist with MAR status, I will provide you with the appropriate bespoke treatment and support.
I keep data electronically so I am registered with the Information Commissioner’s Office.
My Personal Business Practice Policies:
1. The use of Face Coverings
I will wear a face covering for clients who request me to do so.
My clients will not be asked to wear a face covering, they can however wear a mask if they wish to.
2. Appointments
I have health requests of my clients as follows;
If you have a cough, a fever or loss of taste and smell or have been in touch with anyone with these symptoms please contact me as we may need to postpone your appointment.
In return I will apply these high standards to myself. Should I feel unwell, unable to treat or it is inadvisable for me to treat, I will explain the situation to you as soon as possible before your treatment.
3. Fees
My fees are either payable in advance as part of a treatment package or in full at the time of treatment.
Taster treatment £15
Full reflexology treatment £40
Hand reflexology £30
Indian Head Massage £35
Reflexology and IHM combined £65
I reserve the right to choose to use discretion regarding the application of any discounts.
4. Deposit
For all new bookings I request a non refundable 50% deposit to secure the booking. This deposit will be credited toward your total service cost.
5. Cancellation Policy
I have a 24 hour cancellation policy. As you are aware my business is dependent on the number of clients I can see in my clinic hours. Therefore if you are unable to make a previously arranged appointment I request that you provide me with at least 24 hours notice. This will allow me the option to re-book the time slot with someone on my waiting list.
Less than 24 hours notice may result in a fair-use fee of 50% of my usual treatment cost. This fee will be required to be settled by the end of the date of the planned appointment.
6. Vouchers
I supply the option to buy vouchers for treatments. These may be given as gifts.
These treatments can be booked during my normal working hours with no restrictions.
Where an appointment is booked and missed, my cancellation policy above will apply and a proportion of the treatment will be deducted from those remaining.
These vouchers are non refundable.
These vouchers are required to be used within 6 months of purchase date
Discounts are not valid on gift vouchers.
7.Use of background music
I only play Royalty free music within my business and therefore I am not required to have The Music Licence. Unless you are in your own home, I am unable to play your preferred music selection.