How Reset Mind and Massage protects your personal data
- What information we collect and why we collect it.
- How we use that information.
- The choices we offer, including how to access and update information.
- Terms and conditions of our website usage.
Reset Mind and Massage may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. The policy is effective from 11th March 2019.
- Identity of the Data Controller
Contact details: firstname.lastname@example.org
Telephone: 07977 230573
- What information we collect
Information we collect and hold may include any details you provide:
- When you submit an enquiry email through the resetmindandmassage.co.uk website
- Through social media
- During a phone call enquiry
- When you email us
- During a life coaching session
- When you complete a client consultation form, consent form and pre-treatment questionnaire prior to a massage treatment or life coaching session.
The information may include but is not limited to:
- Your name
- Your contact information including email address and phone numbers
- Demographic information eg. postcode
- Other information relevant to your or our enquiry.
- Sensitive data which we may need to collect in order to deliver certain treatments or services, specifically details pertaining to your medical history and medication
- Any other communication that you share with us.
We require your explicit consent for processing sensitive or special category data, so when you submit your details, we will send you a further communication asking for you to confirm your consent to this processing. Sensitive data may include health data, information about medication you are taking and data regarding your emotional health and wellbeing. This applies if you receive any of our massage, life and career coaching services, including hypnotherapy, NLP and EFT. We require your explicit consent for processing special categories of personal data so we will provide you with further information to confirm your consent to this processing or give you a hard copy at our first face to face appointment.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time if your personal information changes or if you believe that any information we hold on you is incorrect or incomplete, by emailing us at email@example.com. We will promptly correct any information found to be incorrect.
- How we collect your personal data
We may collect data about you where you provide the data to us by filling out the online Contact Me form, signing up to our top tips newsletter, sending us emails, discussing your treatment over the telephone or face-to-face, or by completing any forms during or prior to our face to face or telephone sessions.
- Why we gather this information and what we do with it
We require this information to understand your needs and provide you with a high quality service. We only use the data and emails you submit through our website and other methods listed above for the intentions with which it was provided and respond to any enquiries in a lawful manner. In particular we may collect your information for the following reasons:
- To provide and maintain our service to you
- To contact you when you ask for further information or support with regard to our services. For example, if you fill out our Contact form or request to purchase a gift voucher, we will reply to your enquiry
- To notify you about changes to our Service, including new services, special offers or other information which we think you might find helpful using the same email address which your provided initially For example, to send you a Top Tips newsletter, if you have signed up for this
- To improve our products and services
- To enable internal record keeping in line with regulatory requirements and best practice
- Where we need to comply with a legal or regulatory obligation
- Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.
- To monitor the usage of our Service
- To detect, prevent and address technical issues
When you provide us with personal information to complete the Contact Me form, place an order, make an enquiry or contact us in any other way, we will use it only for that specific reason. If we ask for your personal information for a secondary reason, such as marketing, we will ask you directly for your explicit consent.
Where we process personal data based on consent, you have a right to withdraw consent at any time. If after you opt-in, you change your mind, you may withdraw your consent for us to contact you, for the continued collection, use or disclosure of your information, at any time, by contacting us at firstname.lastname@example.org.
You can ask us to stop sending you emails at any time by following the opt-out or unsubscribe links in our emails sent to you or by emailing us at email@example.com. If you opt out of receiving marketing communications, this opt-out does not apply to personal data provided as a result of other transactions, such as purchases of massage or coaching services.
Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at cheryl@resetmindandmassag e.co.uk
- Disclosure of your personal data
We will not sell, distribute or lease your personal information to third parties unless we have your permission, are required by law or in order to conduct our business lawfully as set out below. From time to time, we may have to share your personal data with the parties set out below:
- Service providers who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- Government bodies such as HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions that require us to report processing activities.
- Third party service providers: We may employ third party companies and individuals to facilitate our services, to provide the services on our behalf, to perform service-related services or to assist us in analysing how our services are used. These third parties have access to your personal data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose. The third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. For example, Mailchimp is our email marketing service provider and will need to process your name and email address in order to provide the emails you have signed up for.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
- International transfers
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
Mailchimp, one of our third parties service providers, is based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
- we will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
- where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
- If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.
- If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
- Social media
We may use social media websites to promote our services to clients who use social media and choose to follow us or in accordance with applicable advertising policies. If you do not wish to see such information, please do not ‘follow’ or ‘like’ our respective social media accounts and adjust your display and social media privacy settings accordingly.
- Your legal rights
Under the General Data Protection Regulation, (GDPR) you have specific rights in relation to the data we may hold about you. Among other rights, you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”).
- Request correction of the personal information that we hold about you.
- Request erasure of your personal information.
- Object to processing of your personal information where we are relying on a legitimate interest.
- Request the restriction of processing of your personal information.
- Request the transfer of your information to another party.
- Withdraw consent at any time where we are relying on consent to process your personal data.
- Be informed of any security breaches that may affect the data we hold on you.
For a full summary of your rights under the GDPR, please consult the Information Commissioner’s Office( www.ico.org.uk).
If you wish to exercise any of these rights. or if you have any concerns or questions regarding your rights, please email us on firstname.lastname@example.org we will respond to your request.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We will do our best to respond to all legitimate requests within one month. Occasionally it may take me longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We request that you contact us first if you do have a complaint so that we can try to resolve it for you.
- Retention of Personal Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies, including for the purposes of satisfying any accounting, or reporting requirements. For tax purposes the law requires us to keep basic information about our clients (including contact information, financial and transaction data) for six years after they stop being clients.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
In some circumstances you can ask us to delete your data: see ‘Your Legal Rights’ section for further information.
We limit access to your personal data to those third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
- Links to other websites
What is a cookie?
A cookie is a small text file that is stored on the web browser of your computer or mobile device by a website’s server. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. The information that is collected is unique to you and only the server that delivered the cookie will be able to retrieve or read its contents.
Cookies are used by nearly all websites and do not harm your system.
The benefits of cookies
Cookies are often used to enhance your experience on a website as they can remember information about your visit, such as your personal preferences. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Cookies can be used to help understand how the site or service is being used, help you navigate between pages efficiently, help remember your preferences, and generally improve your browsing experience. Cookies can also help ensure marketing you see online is more relevant to you and your interests.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Cookies are either:
Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or
Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics.
Cookies can also be categorised as follows:
Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.
Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised.
You can choose to accept or decline these traffic log cookies; this can be done by clicking on one of the buttons found across the top of this website. Once you have chosen to accept or decline this will be remembered for the next time you visit this website, via the same browser on the same computer or mobile device. You can also usually modify your browser setting to decline cookies. To learn more about how to disable cookies or opt out of their usage please visit www.aboutcookies.org. Please be aware that by declining cookies this may prevent you from taking full advantage of the website.
All other cookies used on the website are ‘essential’ to allow the website to function properly and therefore will not be disabled. Please leave this website if you are not happy for these cookies to collect information about your visit.
How long will cookies stay on my device?
The length of time a cookie will stay on your computer or mobile device depends on whether it is a “persistent” or “session” cookie. Session cookies will only stay on your device until you stop browsing. Persistent cookies stay on your computer or mobile device until they expire or are deleted.
First and third party cookies
First-party cookies are cookies that belong to this website, third-party cookies are cookies that another party places on your device through our website. Third-party cookies may be placed on your device by someone providing a service for our website, for example to help us understand how our website is being used. Third-party cookies may also be placed on your device by our business partners so that they can use them to advertise products and services to you elsewhere on the Internet.
How to control and delete cookies
Consult your devices instructions for deleting cookies or setting your own cookie rules. Such settings will usually be under Internet or Browsing settings. Note that if you set your browser to disable cookies, you may not be able to access certain parts of our website and other parts of our website may not work properly. You can find out more information cookie settings at third-party information sites, such as www.allaboutcookies.org.
- Google Analytics
When you use this website, we may collect information about you, such as your IP address, details about your browser (i.e Safari, Chrome, Firefox), the amount of time you spend on the pages of the website, your page views and navigation paths, details about the number of times you use the website, time zone settings and other technology on the devices you use to access the website. The source of this data is from the analytics tracking system we use called Google Analytics. We process this data to analyse your use of the website to administer and protect our business and website, to deliver relevant website content and advertisements to you, and to understand the effectiveness of our advertising.
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: http://www.google.com/intl/en/policies/privacy/
- Terms and Conditions of website usage
- The content of the pages of this website is for your general information and use only. It is subject to change without notice.
- Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
- Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
- This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited
- All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
- Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
- From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
- Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.