We have to clearly disclose what data is being collected by New Town Therapy (NTT) and how, why it is being processed, how long it is being retained, and if it is being shared with any third-parties.
Your Data and New Town Therapy
You have Right of Removal on your personal data held by any company, so if you would like NTT to remove and therefore delete your data or any specific information from it, please email us at firstname.lastname@example.org detailing what you want removed.
NTT will not contact you directly with any news or promotions, so if you’d like to keep up to date with us, please subscribe to our email Newsletter or follow our Facebook page facebook.com/newtowntherapyedinburgh
What data is being collected?
Contact Information and Health Details relevant to your treatments.
How do we collect data?
Directly from you
NTT collect data from direct engagement with you, or someone acting on your behalf*; verbally and in writing (both electronic and paper correspondence). We will clearly ask for each item of information and explain why it’s needed when doing so; you will always be aware of what data you are providing.
*Data provided on your behalf is verified to be correct or updated if necessary, in person, at the time of your appointment.
From your therapist
Data on your health relating specifically to your treatments at NTT may be collected by your therapist during treatment.
Full treatment consent and records are the responsibility of the therapist carrying out your treatments, as they are self-employed entities working within NTT on a facility hire basis. However, in the event that a therapist adds details to your booking system client record, they would constitute another method of data collection within NTT.
How and why is this data processed?
Added to our remotely hosted, secure booking system, your contact information is used only to: make, confirm, amend or cancel bookings; contact you with updates to our customer policies and your rights; advise currently and recently attending clients of address, service or price changes only when relevant.
Health Details – Treatment Records
Health information on your consent form and treatment records is used by the therapist delivering your treatment to establish that treatment is safe for your condition and which service would be most beneficial to you. These physical records are the responsibility of the therapist acting as their own company working within NTT on a facility hire basis.
Health Details – Booking System
Health information may be added to your client record on our booking system. These notes are for your therapist’s reference and also used to establish that treatment is safe for your condition and which type would be most beneficial to you.
How long is it being retained?
Data relating to current clients is retained indefinitely.
Data relating to previous clients is retained for up to 7 years from their last appointment, in line with retention requirements, but may be deleted before this time where it is deemed unreasonable or unnecessary to retain that information, or if removal is deemed to be in the previous client’s best interests.
Do we share you data with third parties?
NTT never shares client data with any party not directly linked to the client as their service provider. The data is still processed in line with regulations, and is only shared for administrative and service delivery purposes, not promotional purposes.
As therapists act as their own company working with NTT on a facility hire basis, we technically share your data with a third party company by working with them, providing them with access to our booking system.
Our online booking system is remotely hosted by a third party company. We outsource this because their systems provide us with the necessary levels of security and integrity to handle client data, and employees of the third party company have no unauthorised access to the information and are strictly prohibited from contacting you.
If you have any queries please contact us at email@example.com.
Thanks very much!
New Town Therapy