Privacy Policy
This Privacy Notice explains how Gently Healing with Maia collects, uses, stores and protects your personal information when you enquire about or receive EFT (Emotional Freedom Technique) and Matrix Reimprinting services.
I am committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
WHO I AM
Data Controller: Maia Jones
Trading as: Gently Healing with Maia
Practice Location: The Wellness Hub, Falmouth and online via Microsoft Teams Email: info@gentlyhealingwithmaia.co.uk
I am registered with the Information Commissioner's Office (ICO).ICO Security Number: CSN1868137
WHAT INFORMATION I COLLECT
Depending on the services you receive, I may collect:
Contact Information - Name
- Date of birth - Telephone number - Email address
Health and Wellbeing Information
Information you choose to provide that is relevant to our work together, including: - Your reasons for seeking support - Relevant medical conditions - Medication
- Relevant health history - GP details
- Emergency contact details
- Session notes
- Session summaries and aftercare guidance where provided I only collect information that is relevant and necessary to provide my services safely and professionally.
HOW I COLLECT YOUR INFORMATION Your information may be collected when you: - Contact me by email or telephone
- Book an appointment
- Complete client forms
- Attend therapy sessions
- Communicate with me between appointments
Some personal information is also collected through: - Squarespace (website)
- Acuity Scheduling (appointment booking)
WHY I COLLECT YOUR INFORMATION I collect your information in order to: - Provide safe and appropriate EFT and Matrix Reimprinting sessions. - Communicate with you about appointments.
- Maintain accurate client records.
- Meet professional, legal and insurance requirements. - Respond to enquiries. - Provide session summaries or aftercare guidance where appropriate. I will never sell your personal information.
MY LAWFUL BASIS FOR PROCESSING
Under UK GDPR, I process your personal information under the following lawful bases: - Performance of a contract (providing therapy services you have requested). - Legal obligation (maintaining appropriate professional records). - Legitimate interests (running my practice safely and effectively. Where I rely on your consent (for example, if you choose to provide a testimonial), you may withdraw that consent at any time.
HOW YOUR INFORMATION IS STORED
Your information is stored securely.
Digital records are stored within Microsoft OneDrive as part of my Microsoft 365 Business account.
Paper session notes are stored securely in a locked filing cabinet.
Access to client records is restricted to Maia Jones.
Appropriate security measures, including password protection and multi-factor authentication, are used to help protect your personal information.
HOW LONG I KEEP YOUR INFORMATION FOR
Client records are normally retained for 7 years after your final session.
After this period, records are securely destroyed or permanently deleted unless I am legally required to retain them for longer.
WHO I SHARE YOUR INFORMATION WITH
Your personal information will not normally be shared with anyone. However, information may be shared where: - You have given your consent.
- I am legally required to do so.
- There is a serious concern that you or another person may be at risk of significant harm. - There are safeguarding concerns relating to a child or vulnerable adult. Where possible, I will discuss this with you before sharing information.
THIRD PARTY SERVICE PROVIDERS
I use trusted third-party providers to help run my practice. These may include: - Microsoft 365 (email and secure document storage) Microsoft Teams (online sessions)
- Squarespace (website)
- Acuity Scheduling (appointment booking) These organisations process information in accordance with their own privacy policies and applicable data protection legislation.
YOUR RIGHTS
Under UK GDPR you have the right to: - Request access to your personal information.
- Request correction of inaccurate information.
- Request erasure of your information where appropriate.
- Request restriction of processing.
- Object to certain processing.
- Request a copy of your information where applicable.
- Lodge a complaint with the Information Commissioner's Office (ICO).
CONTACT
If you have any questions about how I use your personal information, please contact: Maia Jones
Gently Healing with Maia
Email: info@gentlyhealingwithmaia.co.uk
If you are unhappy with how your personal information has been handled, you have the right to contact the Information Commissioner's Office (ICO). Website: www.ico.org.uk