Privacy Policy

Core Wellness Studio

Privacy Policy

 

We are committed to protecting your privacy and legal rights when dealing with your personal information. This Privacy Notice intends to provide clear and understandable details about the information we collect about you and how we use and protect it. It also provides information about your rights that relate to the data we process. Any information we obtain about you, must be stored and used in accordance with the General Data Protection Regulation (GDPR) and we acknowledge and agree to do this.

If you have any queries about this Privacy Notice, if you are not sure what something means, or if you wish to contact us about personal information we hold, please email us at:

andrea@corewellnessstudio.co.uk

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What data do we collect about you?

We collect data which could be considered as personal, sensitive or financial data, which includes (but is not limited to):

●      Your current full name

• Your current address

• Your contact telephone numbers

• Your email addresses

• Your date of birth

• Your GP details

• Your occupation 

• Next of kin or similar contact details

• Details of any complaints or grievances raised that relate to the provision of our services

• Financial details that relate to payments for our services (note we do not store card details)

 

We will also keep a record of:

• Details of past and scheduled appointments

• Details of class attendance dates

• Details of any queries or issues highlighted during or after class

• If you contact us, details of this correspondence 

• Details of transactions you carry out and of the fulfilment of your orders 

 

Special Category personal information This is personal information specifically relating to your:

●      Health, both physical and mental

Special Category personal information relating to health can include (but is not limited to) medical history, clinical notes, examination findings, medical imaging data related to your care, diagnostic test results, correspondence and communications from other clinical professionals which relates to your current or past clinical care.

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How do we use your data we collect?

 

The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes:

1. To provide you with information requested from us, relating to our products or services.

2. To provide information on other products or services which we feel may be of interest to you, where you have consented to receive such information.
    

3. To meet our contractual commitments to you.

If you are an existing customer, we may contact you with information about goods and services similar to those which were the subject of a previous sale to you. We may contact you about these goods and services by any of the methods that you consented at the time your information was collected.

 

We use email and WhatsApp as the primary form of communication with you if you are an existing customer. We also periodically send general email newsletters using MAILCHIMP about products and services we offer to both existing and previous customers. You have the right to opt-out of these at any time and provide an unsubscribe option in all marketing emails sent via MAILCHIMP. 

 

We invite prospective customers to opt-in for our newsletters and promotions in a secure landing page with Mail Chimp via social media channels or during the registration process via the screening form. 

 

The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014

Which includes:

PART 3, Section 2, Regulation 17 (c)

Which state:

(c) maintain securely an accurate, complete and contemporaneous record in respect of each service user, including a record of the care and treatment provided to the service user and of decisions taken in relation to the care and treatment provided;

Note, you as the client are the “service user”.

For Physiotherapy assessments and treatments, we are also required by our Regulatory body, the Health & Care Professions Council (the HCPC) to take and process medical records, which are required to support safe and effective care. As our regulatory body is covered by UK law, this also demonstrates a legal requirement to record and maintain clinical records that relate to your clinical care.

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Sharing your personal information

Core Wellness Studio will share your data with the following people – 

 

1. Your Pilates Instructor or Physiotherapist

 

2. An approved GDPR-complaint contractor 

 

We sometimes need to share your information with other people or organisations for the purposes set out in this Privacy Notice. We will, where required, share the minimal amount of your personal data as appropriate with the other people or organisations we are communicating with:

●      Doctors, surgeons, clinicians and other health-care professionals, hospitals, clinics and other health-care providers;

●      Their administrative staff such as secretaries;

●      People or organisations that we are required by law or our regulatory body to share your personal information with;

●      The police or other law enforcement agencies, where we are either required by law or a court order;

●      A parent or legal guardian if you are a minor;

●      Any person that you have authorised us to share information with

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How do we store the data we have collected?

We store your data in two ways – 

 

a) Paper storage: We keep the copies of your data and any documents in a file which is stored in our filing cabinets in the office. Our office procedures comply with the GDPR and are locked so that your file is not accessible except when a data processor is undertaking work related to your tenancy. 

 

b) Electronic storage: All your personal data is stored on our database, Google Docs and Forms software system and the instructors mobile phones, electronic devices and laptops. Access to the data is only via password-protected devices and Google account data is protected by using two-factor authentication. Information you provide via booking on Instabook is stored securely and access to this information is password protected. 

 

Both our storage mediums are designed to be fully compliant with the GDPR.

 

Other information we collect 

 

1. Details of your visits (dates and times) stored in a written diary, online password protected diary and password protected mobile phone diary. 

 

Your rights

You have certain rights under the GDPR. The rights are as follows:

• The right to access your information.

• To object to the processing of your personal information.

• To rectify, to erase, to restrict, to object and to port (make portable) your personal information. 

• The right to be forgotten (in certain circumstances)

• The right to withdraw consent.

• The right to lodge a complaint with the ICO (Information Commissioner’s Office)

 

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate. Any clinical opinions will remain valid as they were the opinion at the time of being recorded. If it is later determined that a clinical opinion or diagnosis was then found to have changed, we will update your personal information to reflect this, but we will not change or remove the original clinical opinion.

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Security

The protection of your personal information is important to us. We strive to protect it in all means reasonably required by us to do so. However, as no form of data transmission if 100% reliable, we cannot guarantee its absolute security. Therefore we make no warranties as to the level of security afforded to your data. We will however always act in accordance with the General Data Protection Regulation (GDPR).

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Contacting us

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at andrea@corewellnessstudio.co.uk

 

Changes to the privacy notice. - The privacy notice may be changed by Core Wellness Studio to comply with a further legislation or to ensure compliance as more guidance becomes available. 

 

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Privacy Policy last updated May 2023