Alexander Technique in East Yorkshire

Policies

POLICIES

Policy for recording and storing client notes, 2nd March 2018

Paper notes: I conform to the General Data Protection Regulations – GDPR 2018

Information stored

I write paper notes on your first visit, and each subsequent visit. I do not store them electronically. These notes collect personal information like your name & address, phone number, date of birth, email address, medical information, your aims for sessions with me, dates of sessions and what we do together.

Accurate and up to date

Your notes will be kept as accurately, and as up to date, as possible. If any of your details change please let me know as soon as possible.

Your notes are to

  • Help me assess that sessions we have together are right for you
  • help me to keep a record of what we do, review your care and give you the best service possible.
  • help me address any queries, complaints or legal claims you might have.

Access to your notes

You can read your notes (that I have written) at any of your appointments with me for a treatment/therapy/lesson. However, I would ask that you make a separate appointment with me, if you want to read them outside of this time. You can also request a copy of your notes for a small fee (to cover printing), which I will provide within 28 days.

Storage

Your notes will be stored in a locked cabinet, and a locked building. They are not electronically stored.

Retention Period

I keep your notes for a period of 8 years after the date of your last session.

Children – if you are a minor at the time of your appointment, then I keep your records until you are 25 years old or 26 years if you were 17 or older when you were last seen, or 8 years after death (whichever is longer).

After that time they will be destroyed.

 Confidentiality: Who do I share your records with?

I will not disclose any confidential information about you or recorded in your records to a third party unless it is with your consent. This would only be to write or speak to a third party on your behalf, about an aspect of our sessions together. I would only do this if there was a good reason to share the information.

No one else will see your records. I will not share them with anyone else.

I do occasionally discuss clients, anonymously in supervision. I will check that you are ok if I do this.

Consent

I will ask you to sign to give consent to say you accept and understand how I store and use your information.

What happens to your records in the event of my death?

I do have a policy as to what happens to them in the event of my death. I have a representative who will act on my behalf in such circumstances.

Research/Case Studies

Sometimes I undertake studies for which I may ask you for additional co-operation; these studies may involve you in extra sessions. You always have a choice whether or not to be involved after being given detailed information. If you choose not to take part this will not affect your future care with me in any way.

Telephone number:

Your telephone number is stored, in paper form, with your notes.

Occasionally I store your number on my mobile phone, for the purposes of contacting you in an emergency, when I am running a course at a venue other than 21, Burnby Lane, Pocklington YO42 2QB. I will only store your first name and initial of your surname on my phone. I will delete it after the course is finished.

Your privacy is important to you. It’s also important to me.

Isn’t it annoying when you get e-mails from somebody you’ve never heard of? And isn’t it infuriating when you’re half way through your evening meal and somebody rings and tries to sell you new double glazed windows? Or you get junk mail and you wonder where on earth they got your name and address from?

Cookies

Firstly, this site runs software in the background which is used to tell me which country in the world it is searched from, which pages are looked at,  and what the search words were.  That way I can work out what you’re actually interested in!

There’s no user identifiable data available to me – and I don’t want to be able to identify anyone. There’s an EU ruling that came into play on 26th May 2012 about advertising on websites and the background collection of data that’s sold on elsewhere – it’s called the “Cookie Law”. If you don’t want me to collect this data, disable cookies on your browser.

There’s a whole industry out there harvesting data about the likes of us. You buy something, they ask for your address and the next thing you know, your information seems to pop up everywhere.

I will NEVER give or sell your data on. And I will never send you anything unless you agree to it. It’s not just about something called “Information Governance”. It’s the whole principle of it.

Contact Form

The contact forms allow you to send messages to me, either to opt into the newsletter or to ask me a question. Any information you send in this way is treated as confidential. It is sent by email and is not stored on this website.

Newsletter Privacy Policy

I will not store your email address unless you give me permission by opting into the newsletter. I use MailChimp to send my newsletters. Your email address will be stored via MailChimp who have a very clear policy on keeping your email safe. I also keep a paper copy of your email consent to receiving the newsletter in order to comply with the GDPR 2018. This is kept in a locked cabinet, in a locked building.  Your name and email details, with the date and time you signed up are kept and stored securely. The information will never be shared with a third party other than MailChimp.

You will be able to opt out of the newsletters at any time by using the link at the bottom of the Newsletter, or contacting me directly.

Here are some really useful links –  two Government backed organisations who can help you stop that barrage of junk.

If you keep being sent junk mail and want to get it stopped you can sign up for the Mail Preference Service. You can click on the link to sign up. It takes two minutes. It’s absolutely free and it makes sending you junk mail illegal!!

And if you want to stop those annoying phone calls there’s the Telephone Preference Service. Again click the link to sign up. And again it’s absolutely free.

 

Practices located in Pocklington.
To book a session, telephone on (01759) 307282, or use the contact form.