Policies

Privacy Policy

Effective Date: 01/01/2024

Mind and Body Therapy Privacy Policy

At Mind and Body Therapy, your privacy and confidentiality are taken seriously. This Privacy Policy explains how your personal information is collected, used, stored, and protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

Mind and Body Therapy is the data controller responsible for your personal information.

Contact details:

Mind and Body Therapy

Website: https://www.mindandbodytherapy.co.uk/

Email: info@mindandbodytherapy.co.uk

Telephone: 07878 633 980

2. What Information May Be Collected

The following types of personal information may be collected:

- Name

- Email address

- Telephone number

- Address

- Emergency contact details

- GP details (where appropriate)

- Appointment and attendance information

- Health and wellbeing information relevant to therapy

- Therapy notes and assessments

- Payment information

- Website usage information through cookies or analytics

Special category data may also be collected where relevant to your therapy, including information relating to physical or mental health.

3. How Your Information Is Collected

Information may be collected when you:

- Submit an enquiry through the website

- Contact Mind and Body Therapy by phone, email, or social media

- Complete intake or consent forms

- Attend therapy sessions

- Subscribe to newsletters or updates

- Use the website

4. Lawful Basis for Processing

Your personal data is processed under the following lawful bases:

- Consent

- Contractual necessity

- Legitimate interests

- Compliance with legal obligations

Health-related information is processed under Article 9 UK GDPR for the provision of health or therapeutic support services.

5. How Your Information Is Used

Your information may be used to:

- Respond to enquiries

- Arrange and manage appointments

- Provide therapeutic services

- Maintain clinical records

- Communicate regarding sessions or services

- Process payments

- Meet legal, safeguarding, insurance, and professional obligations

- Improve website functionality and user experience

Your information will never be sold to third parties.

6. Confidentiality

Everything discussed within therapy is treated confidentially. However, confidentiality may be broken where there is a legal or ethical obligation to do so, including:

- Risk of serious harm to yourself or others

- Safeguarding concerns involving children or vulnerable adults

- Terrorism, drug trafficking, or serious criminal activity

- Court orders or legal requirements

Where possible, this would usually be discussed with you first.

7. Storage and Security of Information

Reasonable steps are taken to ensure your information is stored securely.

Information may be stored using:

- Password-protected devices

- Secure encrypted email systems

- Locked filing systems (where paper records are used)

- GDPR-compliant cloud storage systems

Only authorised individuals have access to your information.

8. Retention of Records

Clinical records are generally retained for:

- Adults: 7 years after therapy ends

- Children: until age 25 (or 26 if aged 17 at the end of therapy)

Records are then securely deleted or destroyed.

Financial records may be retained for legal and tax purposes.

9. Sharing Information

Information may occasionally be shared with:

- Clinical supervisors

- Professional insurers

- Legal or regulatory authorities where required

- Healthcare professionals where consent has been provided

Any sharing is kept to the minimum necessary.

10. Website Cookies and Analytics

This website may use cookies or analytics tools to improve website performance and understand visitor behaviour.

You can adjust your browser settings to refuse cookies if preferred.

A separate Cookie Policy may also apply.

11. Your Rights

Under UK GDPR, you have the right to:

- Access your personal information

- Request correction of inaccurate data

- Request erasure of your data in certain circumstances

- Restrict or object to processing

- Withdraw consent where applicable

- Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO Website: https://ico.org.uk/

12. Contact

If you have any questions regarding this Privacy Policy or how your information is handled, please contact:

Mind and Body Therapy

https://www.mindandbodytherapy.co.uk/

info@mindandbodytherapy.co.uk

07878 633 980

13. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect legal or operational changes. The most current version will always be available on this website.

 How Cookies Are Used on This Website

Mind and Body Therapy may use cookies to:

- Help the website function correctly

- Improve website performance and user experience

- Understand how visitors use the website through analytics

- Remember your preferences where applicable

Types of Cookies That May Be Used

* Essential Cookies

These cookies are necessary for the website to work properly and cannot usually be switched off.

* Analytics Cookies

These cookies help understand how visitors interact with the website, such as which pages are visited most often. This information is anonymous and helps improve the website.

Examples may include:

- Google Analytics

- Website platform analytics tools

* Third-Party Cookies

Some pages may contain content from external services such as:

- Google Maps

- Social media platforms

- Embedded videos

These services may place their own cookies on your device.

* Managing Cookies

You can control or disable cookies through your browser settings.

Please note that disabling some cookies may affect how the website functions.

To find out more about cookies and how to manage them, visit:

https://www.aboutcookies.org/

* Cookie Consent

When you first visit this website, you may be asked to accept or manage cookies through a cookie banner or pop-up.

By continuing to use the website, you consent to the use of cookies unless you disable them through your browser settings.

Contact

If you have any questions about this Cookie Policy, please contact:

Mind and Body Therapy

https://www.mindandbodytherapy.co.uk/

info@mindandbodytherapy.co.uk

Changes to This Policy

This Cookie Policy may be updated from time to time. The latest version will always be available on this website. 

Complaints Policy

We are committed to providing a professional, safe, and respectful service. If you are unhappy with any aspect of the service you have received, we welcome the opportunity to discuss your concerns and work towards a resolution.

Most concerns can be resolved quickly and informally through open communication.

Step 1: Contact Us

If you have a concern or complaint, please contact us as soon as possible. You may do this in person, by telephone, or in writing by email.

We will:

• Listen to your concerns respectfully.

• Acknowledge your complaint within 7 working days where possible.

• Investigate the matter fairly.

• Aim to provide a response and proposed resolution within 28 working days.

Many issues can be resolved through discussion and clarification.

Step 2: Formal Complaint

If you feel that your concern has not been resolved satisfactorily, you may submit a formal written complaint.

Please include:

• Your name and contact details.

• A description of the complaint.

• Relevant dates and details.

• The outcome you would like to achieve.

We will review the complaint carefully and provide a written response.

Step 3: Independent Professional Bodies

If you remain dissatisfied after following the above process, you may contact the relevant professional body depending on the service received.

Counselling and Psychotherapy

Complaints relating to counselling or psychotherapy services may be directed to the National Counselling and Psychotherapy Society (NCPS).

Massage Therapy

Complaints relating to massage therapy services may be directed to the Complementary Therapists Association (CThA).

Reflexology

Complaints relating to reflexology services may be directed to the Association of Reflexologists (AoR).

Information about the relevant complaints procedures can be obtained directly from the appropriate professional body.

Record Keeping

Any complaint received will be handled confidentially and records will be retained securely in accordance with our Privacy Policy and applicable data protection legislation.

Commitment

We value feedback and view complaints as an opportunity to improve the quality of services provided. All complaints will be treated seriously, fairly, and without discrimination.