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Your privacy is important to me! When you trust me with your personal information then I take my responsibility to protect it very seriously. With that in mind I want to be clear about the data I collect and why. I want you to feel confident and comfortable with how your personal information may be share and how it is kept private. If you have any concerns that I am not delivering on this, then please get in contact so we can discuss any concerns you may have... Joan Colling RCST


Data Protection & Privacy Policy Act 2018:

As a client of my Craniosacral Therapy practice, to comply with data protection laws including the new GDPR (General Data Protection Regulation), there are a few things I need to let you know regarding the information I will hold about you, and the reasons why. Everything I do follows good practice for holding data generally, as well as for a therapeutic practice. It is important that your legal right are read and the information is understood before you come for treatment with me.

Information I hold about you:  When you come for treatment, I take your name and contact details and your date of birth, as well as notes about your history that you give to me. This can include information about your physical, emotional and mental health, as well as personal history you choose to give me. All this information will be given directly by you. Over time in future sessions I will also note my impressions from our sessions including what I perceive through the Craniosacral Therapy treatment. All this information is held in a secure locked filing cabinet. 

How is this information used?  Your contact information is used only to arrange appointments never for any other reason. The case history information is important to understand your situation, to get to know you and give you the best treatment for your condition. Also the information is to be able to track your future progress.

Reasons for holding information: The reasons for holding these details is so I can give you the best treatment I can. The work we do together is to support your health and well being whether it be physical, mental or emotional. It is important that I know some of your history to be able to assess the situation so I can work with you responsibly and track your progress over time. You can choose how much information you wish to share about your history with me and you should never feel obligated to share. Although I am required to take notes for professional reasons by the Craniosacral Therapy Association, I do not have to note every detail of our conversations or the treatment. I only have to keep a clear record of how the  treatment went.

The Legal Basis for holding information: Under the new GDPR regulations, there are specific legal reasons which must be met to hold information and which you have the right to know. In legal terms the main reason for holding information about clients is to fulfill a ‘contract’ with you, to give Craniosacral Therapy. In addition, because the information that is talked about in any kind of therapy can be very personal including information about physical or mental health, this is called ‘special categories’ and there is a separate legal basis for this with strict conditions such as confidentiality which must be met. 

Sharing information about you: In general, your information is never shared with anyone else unless you ask me to do this. As you would expect within a therapeutic relationship and as requirement by the Code of Ethics from my professional body the Craniosacral Therapy Assoictation (CSTA) you can be assured that all the information I receive about you is treated in complete confidence and will not be shared with others or used for any other purposes. I have regular supervision that is required by the association – this is to support my practice and although I may at times mention certain issues, nobody is ever mentioned by name. Confidentiality is always maintained. The only time I must break confidentiality and share the information to other professionals is for child abuse or if you are in danger from your self or others.

How long will I keep your information? My professional body the Craniosacral Therapy Association requires me to keep your notes for at least five years after your last visit. I might keep your notes for 12 months after the initial period in order for me to be able to provide follow-up if clients return after a break as well as to allow time for disposal of notes. After this time, they will be deleted securely or shredded. For children the not are kept for seven years. Children who legally lack ‘capacity’, the rules are more complicated but will usually be at least 15 years rather than seven.

Security: I am very aware of the sensitive nature of the information I receive as a practitioner and I take steps to protect your personal information against loss or theft as well as unauthorized access, disclosure, copying, use or modification. All your information is held in a secure locked filing cabinet and will be shredded after the appropriate given time. Given that emails can never be guaranteed to be fully secure and that they may count as ‘data processing’ under the GDPR, if you want to discuss something personal about your situation or treatment I ask that you contact me to arrange a chat rather than sending personal information by email.

Will your information remain in the UK? I will never remove your information from the UK/ the European Economic Area. Data protection and your rights: Data regulations say that anyone who has information held about them has various rights, including the right to know what information is held and to correct anything that isn’t right in their records.

Your right to refuse to give information: Under the GDPR, you are not required to give your personal information, and you have right to be informed of any consequences of refusing to give it. A case history is needed to ‘fulfill our contract’. It is to give you the best treatment possible by understanding your situation and any difficulties you are seeking help for, as well as to comply with my Code of Ethics. If you do not wish to give any information at all I may be unable to give you Craniosacral Therapy but I am always happy to have a chat about what may or may not feel comfortable for you.

Your right to object to me holding your information: Because my Code of Ethics requires me to keep notes for a minimum time as described above I will need to retain your records to comply with this. However if you object to me holding your information you can ask me to stop.

Your right to see what information I hold about you: If you request it I must give you a copy of the information I hold about you. This can be in paper or electronic form and I can explain the notes and respond to any concerns or questions you may have.

Your right to ‘rectify’ any information I hold which is not correct: If you believe that any of the information I hold about you is inaccurate or incorrect you have the right to tell me about this and request that the information is corrected. Please do let me know if any of your details change so I can keep your records up to date.

Your right to make a complaint: You have the right to complain if you are unhappy about the way I look after your information or feel I have not properly respected your rights – in first instance to me and then to my professional body the Craniosacral Therapy Association: [email protected] If you are still unhappy you can send a complaint to the Information Commissioner’s Office (ICO) https://ico.org.uk/concerns : You should make sure you understand and agree to me keeping this information about you – if you have any questions at all please ask and I’ll be happy to answer them. 

Changes to this notice: I may make changes to this notice and information from time to time, for example if there are changes in the laws about data protection. While you are a client, I will always let you know any changes to this contract.