Pear Tree Therapies are committed to ensuring that your privacy is protected.
How personal information is obtained and what information is collected
At time of booking: Client name, contact telephone number and email address are obtained when booking an appointment via the website www.peartreetherapies.co.uk or during telephone booking. Your contact details will be used at the time of booking to confirm your appointment via a text message and email address. Appointment reminders are sent 24 hours before your appointment. If the appointment is amended or cancelled either by the client or the therapist, then a new conformation text and email will be sent. Sometimes the therapist will call and/or text the client to cancel or amend the appointment. You have the right to opt out of the email and text messages, but a contact number is needed to be able to contact you if your appointment needs to be amended or cancelled.
Consultation Form: New clients will be asked to fill in a consultation form before your appointment. The form will be sent as a protected link via email and txt (please note – you have the right to refuse consent, however due to insurance policies no treatments can take place without a consultation and failure of this will result in the treatment being declined by the therapist.) During the consultation you will be asked:
Name, telephone number, emergency contact, doctor, contraindications which will restrict or prevent treatment, reasons for treatment and medications. Notes will also be added to your individual record describing what techniques have been used and what was said during the consultation.
How long are records held for?
All client records are held for a minimum of 10 years. In cases where there are cause of concern for example a client has an adverse reaction during or after a treatment then the records are kept indefinitely. This is set within The FHT revised guidelines October 2015, section 3.2.7
Child records will be kept for a minimum of 10 years after they reach adulthood.
Old client records will be disposed of securely and in a way that maintains client confidentiality.
What we use your personal information for
Pear Tree Therapies is a member and fully insured by the Federation of Holistic Therapists. All members must adhere to the FHT Code of Conduct and Professional Practice guidelines. The FHT revised guidelines October 2015, section 2.1.1 states “Members must carry out a full consultation which covers contraindications to treatment, to ensure that the treatment is safe and appropriate for the client. A full written consultation form must be carried out for all clients prior to treatment. This will enable the therapist to establish whether the client is pregnant, has a medical condition or is undergoing medical treatment that may be a contraindication to treatment.”
Contact details are used to confirm, amend or cancel appointments. Emergency contacts will only be contacted in an emergency at the time of a treatment.
Who we disclose your personal information to
Pear Tree Therapies does not share any client personal information with any other organisation or individuals and it is kept confidential. Personal information will not be shared with any third parties except with the express permission of the client.
As stated in The FHT revised guidelines October 2015 section 3.1.3, information will only be shared “If it is believed that a client may be at significant risk of death or serious harm for example if the client is in real danger of suicide or there are concerns for the welfare of a client who is a child or vulnerable adult or if the client may cause death or serious harm to others, relevant personal details should only be shared with the proper authorities, such as social service or the emergency services”
You have the right to ask for a copy of your personal data.
Timely is accessed by Steph Rickaby from Sunflower Accountants. No customer information is accessible, only business financial information is available.
Past consultation forms and additional notes are kept at 3 Kingsbury Street, Marlborough, Wiltshire, SN8 1HU. All files are kept in a locked filing cabinet and is only accessed by Pear Tree Therapies owner; Becky Tolputt.
The Cliniko booking software stores contact details, day and times of appointments, treatment notes and how the appointment was paid. Data collected via the Cliniko booking software is not saved on my devices memory. If the device is stolen the data will not be lost as it is safely and securely stored online via the Cliniko cloud. Login to the software is protected by passwords.
Whenever your data is sent to Cliniko, it’s encrypted using HTTPS (end-to-end encryption). They use a 2048-bit SSL certification for encryption in transit. All data is also encrypted at rest and backed up daily, using the industry-standard AES-256 encryption algorithm.
If that sounds like a bunch of jargon nonsense to you, here’s what it means: all data shared between Becky Tolputt Massage Therapy and Cliniko is transmitted and stored securely. No one can read the information except for you and us. Plus, we refresh your backup every day to make sure it stays current.
Cliniko is only accessed by Becky Tolputt and Steph Rickaby from Sunflower Accountants. Steph Rickaby has no access to customer information, only business financial information is available.
Due to the current Covid-19 pandemic Pear Tree Therapies will share your details with NHS Test and Trace only if necessary. To meet my insurance requirements all clients are to fill in a Covid-19 pre screening form for each appointment. The pandemic is changing frequently and this policy will be changed accordingly.
How to contact Pear Tree Therapies
If you believe that any information that is being held is incorrect or incomplete then please contact in writing as soon as possible to Becky Tolputt, Pear Tree Therapies, 3 Kingsbury Street, Marlborough, Wiltshire, SN81HU.
Vouchers are valid until the expiry date specified and cannot be extended/redeemed or replaced. Pear Tree Therapies is not responsible for lost / stolen vouchers, and is not responsible for replacing a voucher that has been lost / stolen. Vouchers are non-refundable and cannot be exchanged for cash. Gift vouchers are not valid with any other offers.
Last updated 24/02/2021