Privacy Policy

 

 The Talking Hat holds some information about you. This document outlines how that information is used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the following melanie@thetalkinghat.co.uk. We keep our Privacy Notice under regular review. This Privacy Notice was last reviewed in January  2020.

 

  1. What We Do

The Talking Hat provides Natural Holistic Therapy services to clients using a range of natural treatments and therapies including Emotional Freedom Technique, Reiki, Seichem, Aromatherapy to help you achieve a rounded mind body and spirit.  We focus on healthcare from a natural prospective allowing your body to heal with the aid of the treatment to support the optimization of physical and mental health.  Through consultations and lifestyle analysis, we aim to understand the underlying causes of your health issues which we will seek to address through a personalized holistic treatment plan which may include any or all of the treatments stated above. Whilst The Talking Hat will try to answer all your questions the treatments offered are holistic and complementary treatments any medical diagnosis you will be asked to speak with your GP and check before you start any treatment. The Talking Hat also provides educational workshops on Emotional Freedom Technique, Anxiety and Trauma,Self Esteme, Hidden Disabilities and training courses in Reiki and Seichem levels 1 ,2, master level, as well as SEN mentor and support either on an individual or group basis and is trained in Adult Mental first Aid with certification from MHFS England.

 

  1. How We Obtain Your Personal Data Information provided by you

 You provide us with personal data in the following ways: - By completing an initial consultation questionnaire - By signing a terms of engagement form - During all therapy consultations - Through email, over the telephone or by post - By taking credit card and on-line payment .  This may include the following information: - basic details such as name, address, contact details and next of kin - details of contact we have had with you such as referrals and appointment requests - health information including your previous medical history, dietary, lifestyle, supplement and medicine details, clinic notes and health improvement plans - GP contact information - Bank details We use this information in order to provide you with.  This means that the legal basis of our holding your personal data is for legitimate interest.   Following completion of your healthcare we retain your personal data for the period defined by our professional association registrant body.  This enables us to process any complaint you may make.  In this case the legal basis of our holding your personal data is for contract administration.  This means that the legal basis of our holding your personal data is for legitimate interest.   

We may obtain sensitive information from other healthcare providers of which we will ask for your express signed concent first. If we do not receive this consent from you, we will not be able to coordinate your healthcare with that provided by other providers which means the Health care provided by us may be less effective.

 

  1. How we use your personal data

 We act as a data controller for use of your personal data to provide direct Healthcare.  We also act as a controller and processor in regard to the processing of your data from third parties such as other healthcare providers.  We act as a data controller and processor in regard to the processing of credit card and online payments. We undertake at all times to protect your personal data, including any health and contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection.  We will also take reasonable security measures to protect your personal data storage. We may use your personal data where there is an overriding public interest in using the information e.g. in order to safeguard an individual, or to prevent a serious crime.  Also where there is a legal requirement such as a formal court order. We may use your data for marketing purposes such as newsletters but this would be subject to you giving us your express consent.

 

  1. Do you share my information with other organizations?

 We will keep information about you confidential.  We will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties: - Our professional association IAHT (international alliance of holistic therapists), for the processing of a complaint made by you - Any contractors and advisor's that provide a service to us or act as our agents on the understanding that they keep the information confidential - Anyone to whom we may transfer our rights and duties under any agreement we have with you - Any legal or crime prevention agencies and/or to satisfy any regulatory request.  We will not include any sensitive information. We will seek your express consent before sharing your information with your GP or other healthcare providers.  However if we believe that your life is in danger then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests. We may share your case history in an anonymous form with our peers for the purpose of professional development.  This may be at clinical supervision meetings, conferences, online forums, and through publishing in medical journals, trade magazines or online professional sites.  We will seek your explicit consent before processing your data in this way.

 

  1. What are your rights?

Every individual has the right to see, amend, delete or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.  If you want to access your data you must make a subject access request in writing to melanie@thetalkinghat.co.uk .Under special circumstances, some information may be withheld.   We shall respond within 20 working days from the point of receiving the request and all necessary information from you.  Our response will include the details of the personal data we hold on you including: - Sources from which we acquired the information - The purposes of processing the information - Persons or entities with whom we are sharing the information You have the right, subject to exemptions, to ask to:  • Have your information deleted • Have your information corrected or updated where it is no longer accurate • Ask us to stop processing information about you where we are not required to do so by law or in accordance with IHHT guidelines.  • Receive a copy of your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller, without hindrance from us.  • Object at any time to the processing of personal data concerning you We do not carry out any automated processing, which may lead to automated decision based on your personal data.  If you would like to invoke any of the above rights then please write to the Data Controller at 55 Main Street Long Lawford Rugby CV239AZ or email melanie@thetalkinghat.co.uk

 

  1. What safeguards are in place to ensure data that identifies me is secure?

 We only use information that may identify you in accordance with the GDPA. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful. We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.  We also ensure the information we hold is kept in secure locations, restrict access to information to authorized personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorized users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.  The Talking Hat is registered with the Information Commissioner’s Office (ICO) as a data controller and collects data for a variety of purposes. A copy of the registration is available through the ICO website (search by business name).

 

  1. How long do you hold confidential information for?

All records held by The Talking Hat will be kept for the duration specified by guidance from our professional association.

 

  1. Website technical details

Forms - We do use electronic forms on our website making use of an available ‘forms module’ which has a number of built-in features to help ensure privacy. We also aim to use secure forms where appropriate.  In compliance with EU legislation, the following table lists the use of cookies on this web site:

Cookie name Purpose E.g. Accept Cookies E.g. This is used to store whether you have agreed to receive cookies. Persistent for one year. E.g.  Google Analytics  E.g. These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. 

Cookies are small. We do not make use of cookies to collect any private or personally identifiable information. The technical platform of this website uses cookies solely to aid the proper technical functioning of the website. The cookies used contain random strings of characters alongside minimal information about the state and session of the website – which in no way collects or discloses any personal information about you as a visitor. Advanced areas of this site may use cookies to store your presentation preferences in a purely technical fashion with no individually identifiable information. Note also our statement on analytics software below – as analytics software also uses cookies to function. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org  To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout  9. Analytics  Like most websites, we make use of analytics software in order to help us understand the trends in popularity of our website and of different sections. We make no use of personally identifiable information in any of the statistical reports we use from this package. We use an analytics package called Google Analytics who provide details of their privacy policy on the Google website. 10. Complaints If you have a complaint regarding the use of your personal data then please contact us by writing to the Data Controller at 55 Main Street Long Lawford Rugby CV239AZ  or email melanie@thetalkinghat.co.uk and we will do our best to help you.

If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 1231113