Re-vibe Reiki Information and Privacy Notice
Name: Clare Gale, Re-vibe Reiki
Address: Studio A, Birdwood House, 44 High Street, Totnes, Devon, TQ9 5ND
Phone Number: 07540 492032
Why I record and store personal information
There is some personal information that I need to hold in order to provide my service to clients. I aim to keep the information I record to a minimum. At the outset of our work together my clients give specific consent to my keeping this information.
The information I record and how I store it
For each of my reiki clients I record the following:
Name, address, email address, DOB, telephone number, GP surgery and any information about operations/illnesses/medications that may be relevant to the treatment, consent to be mailed with special offers
These are recorded on paper or emailed electronically, as part of an information and privacy agreement signed by the client. They will be either handwritten or printed out and stored in a locked filing cabinet, and the electronic copy will be deleted.
Stored in the email contacts folder on a laptop computer. Access to the laptop is password protected.
Stored in the contacts folder on a mobile telephone. Access to the phone is protected by a pass code.
Paper copy stored in a locked filing cabinet.
I make handwritten notes after the session, which is limited only to what I need in order to provide my service safely and ethically to you. Session notes are recorded on paper and handwritten. Stored in a locked filing cabinet, except for most recent sheet which I carry with me when working.
Stored on a dedicated business mobile phone.
Email from clients
Saved on a password protected laptop computer.
How I use the information I store
Contact information enables me to communicate with my clients between counselling sessions. I record details of my clients’ GP surgery in the unlikely event that I judge it to be in a client’s interest for me to take action to ensure their safety. My session notes help me to remember and reflect upon what my clients have shared with me and what Reiki treatment I have given, thereby enabling me to work with them as effectively as possible.
How long I store information for
I keep paper records for six years. This is to enable me to refer back to previous work with returning clients and to respond to any complaints or other issues that might arise after our work has ended. If a client asks me to delete/destroy records within these time periods I will do so.
Clients’ access to information, correction of inaccuracies and concerns about my data management
If a client asks me for a copy of any of their personal information I will do so within 30 calendar days. In the case of session notes or other records held on paper these will be a scanned copy. I will make no charge for meeting any reasonable request for access to information. If a client believes that I hold information relating to them that is factually inaccurate I will correct it at their request. If a client believes that I am managing their information incorrectly they have the right to complain to the Information Commissioner’s Office.
You are able to remove your consent at any time. You can do this by contacting Clare Gale on 07540 492032 or firstname.lastname@example.org
If I have any reason to believe that a client’s information has been accessed without authorisation I will:
- inform the client as soon as I am able and agree actions they would like me to take for their protection
- report the matter to the police, if appropriate
- take any necessary action to protect other information that I hold
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at [Insert your organisation’s contact details for data protection queries].
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk