The Aroma Room Privacy Notice
Our contact details
Name: Caroline McGibney
Address: The Old Farm, Barkham Lane, Piltdown, East Sussex TN22 3XE
Phone Number: 07734477031
E-mail: thearomaroomtw@gmail.com
What type of information we have
We currently collect and process the following information:
· Personal identifiers, contacts and characteristics (for example, name and contact details)
· General practitioner or other medical practitioner name, address, telephone number and email address
· Medical history and conditions of client and client family
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
· In order to enable us to provide you with a personalised treatment to meet your needs
We also receive personal information indirectly, but with your prior consent, from the following sources in the following scenarios:
· medical or other practitioners consulted by you and from whom you are having active treatment at the time of visiting The Aroma Room in order to ensure that any treatment provided by us is not contraindicated
· other complementary or alternative health practitioners you consult to enhance your treatment from The Aroma Room
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Caroline Neill on 0773 4477031 or by email at thearomaroomtw@gmail.com
(b) We have a legitimate interest.
What we do with the information we have
We use the information that you have given us for the following reasons:
NOTE that We are unable to send or receive encrypted emails and so you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
1. We use your name, address, telephone number and email address to make and rearrange appointments.
2. We use your name, address, telephone number and email address, only if we have your explicit consent, to send you marketing materials.
3. Some patients and prospective patients return pre- 1st appointment questionnaires or tell us about their medical conditions and medication by email.
4. We keep a permanent attendance register which records all appointments for patients attending our clinic to keep a record of when you were treated for tax purposes and to secure potential evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint to my regulatory body, the International Federation of Professional Aromatherapists.
5. We may use your date of birth to help identify patients with the same name to avoid mistakes being made as to safe and appropriate treatment, for identification purposes if referring a patient to another health practitioner, and for identification purposes if writing to a registered medical practitioner so that they correctly identify the patient.
6. We use your presenting complaint and symptoms reported by you for the purposes of making a full traditional diagnosis, formulating treatment strategy and treatment planning.
7. We use any relevant medical and family history you have told us for making a full traditional diagnosis, formulating treatment strategy and treatment planning.
8. We use your GP’s name and address in the event that we need to contact your GP, including in an emergency.
9. We use our clinical findings about your health and wellbeing for making a full traditional diagnosis, and formulating treatment strategy and treatment planning.
10. We keep a record of, and refer to that record, any treatment given and details of progress of your case, including reviews of treatment planning to enable us to: review the full traditional diagnosis, treatment strategy and planning; and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint. All patient notes are hand written and stored in a secure location. When transported away from the office only treatment records are taken with no identifying reference to patient name, address or other contact details.
11. We record and use any information and advice that we have given, especially when referring patients to any other health professional, to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
12. We record any decisions made in conjunction with you to help you to receive the most appropriate treatment and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
13. In the event of an adverse incident occurring to any of our patients we report the matter to the International Federation of Professional Aromatherapists (“IFPA”) and our insurance company to enable the insurance company to deal with any potential claims and to help the IFPA to develop its safe practice guidelines, as well as providing research data and information for the IFPA’s insurers and other interested parties.
14. Where relevant we maintain records of the patient’s consent to treatment, or the consent of their next-of-kin in order to be able to prove that the patient (and/or parent/guardian/next of kin) has given informed consent to treatment to secure evidence in the event of a civil claim, criminal prosecution, insurance claim or complaint.
We may share this information with:
· named third parties with your explicit consent;
· the relevant authority such as the police or a court, if necessary for compliance with a legal obligation to which we are subject e.g. a court order;
· your doctor or the police if necessary to protect yours or another person’s life;
· the police or a local authority for the purpose of safeguarding children or vulnerable adults;
· my regulatory body, the IFPA, or my insurance company in the event of a complaint or insurance claim being brought against me; or
· my solicitor in the event of any investigation or legal proceedings being brought against me.
How we store your information
Your information is securely stored at the place of operation of The Aroma Room - The Old Farm, Barkham Lane, Piltdown, East Sussex, TN22 3XE.
We keep your personal information for no longer than reasonably necessary. We will store the data for a period of seven (7) years after which time we will dispose of your information by shredding or incineration of the relevant records.
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 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 information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the 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 thearomaroomtw@gmail.com, 07734477031, The Old Farm, Barkham Lane, Piltdown, East Sussex, TN22 3XE if you wish to make a request
Third party websites
Our website may contain links to other websites. This privacy policy only applies to The Aroma Room, so if you follow a link to another website, you should read that organisation’s own privacy policy.
Changes to our privacy policy
We will keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in January 2024
How to complain
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