Privacy Policy for Vicky Smart Clinical Reflexology

Effective Date: 15/03/2024

UPDATE : 09/06/26 

Welcome to Vicky Smart Clinical Reflexology ("we", "our", or "us"). Your privacy is critically important to us, and we are committed to protecting it through our compliance with this policy.

This policy describes the types of information we may collect from you or that you may provide when you visit the website https://www.vickysmart.co.uk (our "Website") and our practices for collecting, using, maintaining, protecting, and disclosing that information.

This policy applies to information we collect:

  • On this Website.
  • In email, text, and other electronic messages between you and this Website.

Information We Collect About You and How We Collect It

We collect several types of information from and about users of our Website, including information:

  • By which you may be personally identified, such as name, postal address, email address, telephone number, or any other identifier by which you may be contacted online or offline ("personal information").
  • That is about you but individually does not identify you.

We collect this information:

  • Directly from you when you provide it to us.
  • Automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses, and information collected through cookies, web beacons, and other tracking technologies.

How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information:

  • To present our Website and its contents to you.
  • To provide you with information, products, or services that you request from us.
  • To fulfill any other purpose for which you provide it.
  • To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection.
  • For any other purpose with your consent.

Disclosure of Your Information

We may disclose aggregated information about our users, and information that does not identify any individual, without restriction.

We may disclose personal information that we collect or you provide as described in this privacy policy:

  • To our subsidiaries and affiliates.
  • To contractors, service providers, and other third parties we use to support our business.
  • To fulfill the purpose for which you provide it.
  • For any other purpose disclosed by us when you provide the information.
  • With your consent.

Your Rights

You have the right to:

  • Access and receive a copy of your personal data.
  • Request correction or deletion of your personal data.
  • Object to or restrict processing of your personal data.
  • Request portability of your personal data.
  • Withdraw your consent at any time where we rely on consent to process your personal data.

Changes to Our Privacy Policy

It is our policy to post any changes we make to our privacy policy on this page with a notice that the privacy policy has been updated on the Website home page. The date the privacy policy was last revised is identified at the top of the page. You are responsible for periodically visiting our Website and this privacy policy to check for any changes.

Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at: https://www.vickysmart.co.uk/contact/

 

Privacy Policy UPDATE 09/06/26

Our contact details 

Name:  Vicky Smart

Address: 22 Lutterworth Road, Arnesby, Leicestershire. LE8 5UT

Phone Number: 0773 4575773

E-mail: vickysmart22@hotmail.com

www.vickysmart.co.uk

The type of personal information we collect 

To give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology treatments and any advice I give because of your treatment. The information to be held is:

  • Your contact details
  • Medical history and other health-related information
  • Treatment details and related notes 

How we get the personal information and why we hold it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • For informing reflexology treatments and any advice I give because of your treatment.

We use the information that you have given us to:

  • Provide you with the best possible treatment options, support and advice.
  • We may share this information with relevant organisations in instances relating to safeguarding vulnerable individuals (including children and adults at risk) and Emergency services that may need to respond to emergencies that pose a risk to life or health

Lawful Basis for holding and using Client Information

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

  • Your consent. You can remove your consent at any time. You can do this by contacting Vicky Smart. Vickysmart22@hotmail.com. 07734575773
  • We have a legal obligation:
    • ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment)
    • Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
  • We have a legitimate interest e.my requirement to retain the information to provide you with the best possible treatment options and advice]

As I hold special category data (i.e. health related information), the additional condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics. https://www.aor.org.uk/

Protecting your Personal Data - How we store your personal   information

I am committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. I will contact you using the contact preferences you have given me.

We keep your consultation form and all contact details for 7 years from the date of your last appointment. We will then permanently delete all your personal information from our clinic software management system Write Upp. Write Upp maintains a record of all patient deletions for audit purposes and to provide evidence that a record has been deleted in the event of a “Right to be forgotten” request under GDPR (Article 17).

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at vickysmart22@hotmail.com or 07734575773 if you wish to make a request.

THERAPIST’S RIGHTS

If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you

Your therapist must keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed

Your therapist can move their records between their computers and IT systems without your permission if your details are protected from being seen by others. 

How to complain

If you have any concerns about our use of your personal information, please refer to our GDPR Complaints Procedure below.

GDPR Complaints Procedure

How we handle your data protection concerns

1.  About This Document

This document sets out the complaints procedure for Vicky Smart (referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important: This procedure applies to GDPR and data protection complaints only. For all other types of complaint, please refer to our general Complaints Policy.

2.  Our Contact Details

All GDPR-related complaints should be directed to us using the contact details below.

Business Name Vicky Smart
Registered Address 22 Lutterworth Road, Arnesby, Leicestershire LE8 5UT
Complaints Email Vickysmart22@hotmail.com
Complaints Post Vicky Smart, 22 Lutterworth Road, Arnesby, Leicestershire LE8 5UT
Privacy Policy https://www.vickysmart.co.uk

3.  Your Rights Under UK GDPR

You have the following rights in relation to the personal data we hold about you:

  • The right to access the personal data we hold about you (a Subject Access Request)
  • The right to rectification — to have inaccurate or incomplete data corrected
  • The right to erasure (‘the right to be forgotten’) in certain circumstances
  • The right to restrict processing of your personal data
  • The right to data portability — to receive your data in a structured, machine-readable format
  • The right to object to processing, including for direct marketing purposes
  • The right to withdraw consent at any time where processing is based on your consent

If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document.

4.  How to Make a Complaint

Please submit your complaint in writing — either by post or via email— using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include:

  • Your full name and preferred contact details
  • A clear description of your concern and which data protection right(s) you believe have been affected
  • The approximate date(s) when the issue occurred
  • Any relevant reference numbers, correspondence or documents

5.  Our Complaints Process

Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially.

  1. Acknowledgement — within 30 days

We will acknowledge your complaint in writing within 30 days of receiving it, confirming that we have recorded it and will be investigating.

 

  1. Requesting Further Information

If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why.

 

  1. Investigation & Review

We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays.

 

  1. Decision & Outcome

We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case).

 

  1. Closure or Escalation

If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below).

6.  Escalating Your Complaint to the ICO

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge.

ICO website: https://ico.org.uk/make-a-complaint/

ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)

ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF