Miles and Green is committed to ensuring that your privacy is protected. We collect and hold your details in the following ways:
1. How personal information is obtained and what information is collected
At time of booking: Client name and contact number are obtained when booking an appointment during a telephone or direct booking. Your contact details will be used to confirm your appointment via a text message. Appointment reminders are sent 48 hours before your appointment. If the appointment is amended or cancelled either by the client or the therapist, then a new conformation text will be sent. Sometimes the therapist will call the client to cancel or amend the appointment. You have the right to opt out of the text messages, but a contact number is needed to be able to contact you if your appointment needs to be amended or cancelled.
Consultation Form: New clients will be asked to fill in a consultation form during the consultation process [please note – you have the right to refuse consent, however due to insurance policies no treatments can take place without a consultation and failure to do this will result in the treatment being declined by the therapist].
During the consultation you will be asked:
Name, contact details, medical details, medical history, reasons for treatment contraindications and injury history. On each attended appointment ongoing treatment notes detailing techniques, modalities, ongoing injury updates and reactions are noted.
2. How long are records held for?
All client records are held for a minimum of 10 years. In cases where there are cause of concern for example a client has an adverse reaction during or after a treatment then the records are kept indefinitely. This is set within The FHT revised guidelines October 2015, section 3.2.7
Child records will be kept for a minimum of 10 years after they reach adulthood.
Old client records will be disposed of securely and in a way that maintains client confidentiality.
3. What we use your personal information for
Therapist working at Miles and Green Clinic are fully insured members of the Federation of Holistic Therapists. All members must adhere to the FHT Code of Conduct and Professional Practice guidelines. The FHT revised guidelines October 2015, section 2.1.1 states “Members must carry out a full consultation which covers contraindications to treatment, to ensure that the treatment is safe and appropriate for the client. A full written consultation form must be carried out for all clients prior to treatment. This will enable the therapist to establish whether the client is pregnant, has a medical condition or is undergoing medical treatment that may be a contraindication to treatment.”
Contact details are used to confirm, amend or cancel appointments. Emergency contacts will only be contacted in an emergency at the time of a treatment.
4. Who we disclose your personal information to
Miles and Green does not share any client personal information with any other organisation or individuals and it is kept confidential. Personal information will not be shared with any third parties except with the express permission of the client.
As stated in The FHT revised guidelines October 2015 section 3.1.3, information will only be shared “If it is believed that a client may be at significant risk of death or serious harm for example if the client is in real danger of suicide or there are concerns for the welfare of a client who is a child or vulnerable adult or if the client may cause death or serious harm to others, relevant personal details should only be shared with the proper authorities, such as social service or the emergency services”
You have the right to ask for a copy of your personal data
5. Data Storage
Consultation forms and additional notes are kept at Miles and Green Clinic, 2nd Floor, Old Swan Yard, Devizes, Wiltshire. SN10 1AT. All files are kept in a locked filing cabinet and are only accessed by clinic practitioners and reception staff.
Miles and Green uses Acuity booking software and is accessed only by Miles and Green practitioners and reception staff. The Acuity booking software will store only contact details, day and times of appointments and how the appointment was paid. It will also keep track of any purchased treatment packages. Data collected via the Acuity booking software is not saved on any devices. If the device is stolen the data will not be lost as it is safely and securely stored online via the Acuity cloud. Login to the software is protected by passwords. The Acuity servers are located at an enterprise-grade data centre, protected by state of the art physical security, including 24x7x365 surveillance, environmental protections and extensive secure access policies. Acuity is compliant to the EU/US Safe Harbour Compliance.
6. ico – Information Commissioner’s Office
Miles and Green is registered with the Information Commissioner’s Office under the registration reference: ZA242856
If you believe that any information being held is incorrect or incomplete then please contact our Data Protection Officer, Karen Elliott by:
Mail – Karen Elliott. Miles and Green, 2nd Floor, Old Swan Yard, Devizes, Wiltshire. SN10 1AT.
Email – firstname.lastname@example.org
Telephone – 01380 739189