White Wave is a GDPR compliant organisation and a member of the ICO. Please find below information about your data and how it is used.
Lawful Basis
As a therapy business we hold a combination of standard personal contact details and relevant health/medical details for all our clients. These are held on the basis of “Vital Interests”. In other words, this knowledge enables us to do our job.
Your Information
Prior to your first appointment two key documents will be generated. A Disclaimer and Consent Form which includes your contact details – and a full personal health Consultation Form. This information provides the basis for all of your subsequent appointments. The initial session to be carried out is then discussed – and agreed.
Consent
The Consultation Form, noting the agreed session content, is then signed by you, the client – thus giving consent – and the session can commence. I keep notes on all sessions with you. The Disclaimer & Consent Form, Consultation Form and all follow-up session notes – maintained on paper – are held together in your personal record file. The information is updated, as necessary, on all subsequent visits.
Storing your information
All client record files are stored in a lockable fire proof cabinet. Only your contact details are held on my Computer and iPhone address books – for contact purposes only. No personal, health or medical information is stored on-line. All devices are password protected and encrypted.
Retaining your information
Legally, all adult records must be retained for seven years following the date of last contact. Children’s records are retained until their 26th birthday. You have the right to ask me to destroy your records, but that request must sit within my legal commitments.
Accessing your information
Your records are accessed only by me, in preparation for subsequent appointments. You have the right to request a copy of your records at any time.
Sharing your information
Your information will be kept strictly confidential unless there are legal grounds for me to disclose to a third party, or in agreement with you to refer you to another therapist. I shall always inform you if disclosure becomes necessary and seek your permission and co-operation first.
Destruction of Documents
All documents will be destroyed seven years after your last appointment. They will be put through a cross shredder. All emails and contact details will be deleted.
Email marketing
By completing the “sign up for White Wave mailing” on your consent form you are giving your consent for White Wave to hold your email contact details and to send you (very) occasional special offers and promotional information.
You can unsubscribe at any time, either through the ‘Unsubscribe’ button on the email or by emailing direct to therapy@white-wave.org.uk
White Wave uses Mail Chimp as its mailing list platform. Mail Chimp is GDPR compliant.
White Wave uses 1&1 and Word Press to support its website. Both platforms are GDPR compliant.
Complaints
If, for any reason, you are not happy with how your data is handled, please raise your concerns with me first, so that we can seek a resolution. If you are still not satisfied, then you have the right to complain to the Information Commissioner’s Office (ICO).
Jennie Parke Matheson
July 2020
