This Privacy Policy tells you what personal information I collect about you, why I hold it, and what your rights are. Once you have read it, please complete and sign the declaration at the bottom at your reflexology appointment.

Contact details 

Name:  Kelly Hainsworth

Address: The Health Workshop, 4 Rushton’s Yard, Ashby-de-la-Zouch, Leicestershire. LE65 1AL.

Phone Number: 07910 120 929

E-mail: kelly@kellyhainsworth.com                                Website: www.kellyhainsworth.com

Data Controller and Protection Officer Contact Details: Kelly Hainsworth (details listed above).

The Type of Personal Information I Collect 

To provide 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 (provided by you when you contact me to book an appointment and during the consultation).
  • Medical history and other health-related information (which I take from you during your consultation).
  • Treatment details and related notes, including updated health information (which I take at each appointment).

How I Obtain the Personal Information and Why I Hold it

Most of the personal information I process is provided to me directly by you (detailed above) to provide professional reflexology treatments and is used for the following reasons:

  • For informing reflexology treatments and any advice I give because of your treatment.  
  • To provide you with the best possible treatment options, support and advice.  
  • I will use your contact details to send your appointment booking confirmation, appointment reminders, and to inform you if an appointment needs to be cancelled due to illness or other unforeseen circumstances.

Service Providers: I use external service providers to support the efficient running of my business. For example, to receive and send emails. To prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard your information.

Marketing Emails: I use the provider MailerLite to send my email newsletter. If you have subscribed and consented to receive my email newsletter, you can unsubscribe at any time by clicking on the link at the bottom of the email. Please read the MailerLite Privacy Policy before subscribing.

Lawful Basis for Holding and Using Client Information

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

(1) I have a legal obligation: 

      1.1: ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment).

      1.2: Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26).

      (2) I have a legitimate interest, i.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 healthcare practitioner bound under the Association of Reflexologists (AoR) Confidentiality as defined in the AoR Code of Practice and Ethics.

        I will not share your information with anyone else, other than within my own practice, or as required by law, without explaining why it is necessary and getting your explicit consent.

        Protecting Your Personal Data – How I 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 I collect from you. I will contact you using the contact preferences you have given me.

        Data will be deleted securely following the required retention periods shown below:

        • Claims occurring insurance; I am required to keep my records for 7 years after the last treatment,
        • Law regarding children’s records: I am required to keep my records until the child is 25 or if 17 when treated, then 26,
        • In line with the lawful basis.

        Your Data Protection Rights

        Under data protection law, you have the following rights:

        The right to be informed – To know how your information is held and used (this policy).

        Your right of access – You have the right to ask me for copies of your personal information. 

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

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

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

        Your right to object to processing – You have 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 I transfer the personal information you gave me 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, I have one month to respond to you.

        Please contact me at kelly@kellyhainsworth.com 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 the use of your personal information, please refer to my GDPR Complaints Procedure on my website at: https://www.kellyhainsworth.com/gdpr-complaints-procedure/  You may also request a paper copy in the treatment room.

        Declaration

        I have seen this document and understand that you will hold and use my personal information, using it to provide me with professional reflexology treatments, the best possible treatment options and advice in line with the statements above, and to keep me informed about my booking.

        I have received a copy of this document.

        Name:

        Date:

        Signature: …………………………………………………………………………………………………………………………………………

        Note: For children under 16 a parental or guardian signature is required.

        Updated on 03/06/2026