GDPR - privacy policy





GDPR is bringing in new legal protection for personal information from May 2018. This tells you what personal information I hold and why, and what your rights are. Once you have read it please complete and sign the declaration at the bottom.


Therapist’s Name/Identity:  Melanie Thompson – trading as Be Calm Therapies


Therapist’s Contact Details:


Telephone No:       07971 422632


Email address:        


Address:                   address supplied on confirmed booking


Data Controller Contact Details:            Melanie Thompson (as above)



The Purpose of processing Client Data


In order to give professional therapy treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing treatments and associated recommendations concerning aspects of health and wellbeing, which I will offer to you.


Lawful Basis for holding and using Client Information


As a full member of the following associations:  Association of Reflexologists, Professional Reflexology, International Federation of Aromatherapists and the No Hands Massage Association; I abide by their respective Codes of Practice and Ethics. The lawful basis under which I hold and use your information is:


·      my requirement to hold your information for the following legal reasons:


o   ‘claims occurring’ insurance

o   law regarding children’s records



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 health care practitioner bound under the above mentioned associations Confidentiality as defined in their Codes of Practice and Ethics.


What information I hold and what I do with it


In order to give professional therapy treatments, I will need to ask for and keep information about your health. I will only use this for informing therapy treatments and any advice I give as a result of your treatment. The information to be held is:


·      Your contact details

·      Medical history and other health-related information (which I will take from you at first consultation)

·      Treatment details and related notes (which I will take after each consultation)


I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary, and getting your explicit consent.


I may also hold your contact details for sending out newsletters and special offers via email, provided you have given me consent to do so.  These messages are sent via Mail Chimp which is GDPR compliant, and you are able to unsubscribe from this list at any time you wish.



How Long I Retain Your Information for


I will keep your information for the following periods:


a.     ‘claims occurring’ insurance: (records to be kept for 8 years after last treatment)

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



Your data will not be transferred outside the EU without your consent. 


Protecting Your Personal Data


I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.


I will contact you using the contact preferences you give me in relation to:


  • Appointment times                                                                     
  • Treatment information or information related to your health  

·      Newsletter, special offers and promotions  (you may unsubscribe from this at any time)


Your Rights


GDPR gives you the following rights:


·      The right to be informed:
To know how your information will be held and used (this notice).

·      The right of access:
To see your therapist’s records of your personal information, so you know what is held about you and can verify it.

·      The right to rectification:
To tell your therapist to make changes to your personal information if it is incorrect or incomplete.

·      The right to erasure (also called “the right to be forgotten”):
For you to request your therapist to erase any information they hold about you

·      The right to restrict processing of personal data:.
You have the right to request limits on how your therapist uses your personal information

·      The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.

·      The right to object:
To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.

·      Rights in relation to automated decision-making and profiling.

·      The right to lodge a complaint with the Information Commissioner’s Office:
To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.


Full details of your rights can be found at


If you wish to exercise any of these rights, please use the contact details given above.


If you are dissatisfied with the response you can complain to the Information Commissioner's Office; their contact details are at:





Please note:


·      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 has to 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, as long as your details are protected from being seen by others without your permission.




By contacting BeCalm Therapies you are agreeing to this Privacy Notice.