As a client of Anahata The Heart of Therapies, it is important to us that you know how we handle your data, in order to comply with the General Data Protection Regulation UK (GDPR UK) and the Data Protection Act 2018. The Data Protection Act 2018 , is an EU wide legislation which was enacted into UK law, and effective from 25th May 2018.
This legislation affects every business that handles personal data for clients and staff. Personal data has been defined by the act as ‘any information relating to an identifiable person who can be directly or indirectly identified’, this will include such data as name and contact details, but may also be information such as IP addresses.
Fair Processing Notice for Anahata The Heart of Therapies
The personal data we collect about you will include data relating to your name, address, date of birth, wider contact details and data relating to ‘health’. We will process your personal data to allow us to provide you with our services. Your data will also be used to manage future communications between us, including about our services. We will only use your data for the purpose for which it was collected.
You can opt out of receiving such communication services at any time, by emailing firstname.lastname@example.org or clicking on the ‘unsubscribe’ button within the email. We will only grant access to, or share your data, with Therapists and Teachers working at Anahata The Heart of Therapies.
The Purpose of this Notice
This Notice is designed to help you understand what kind of information we collect in connection to our services and how we will process and use this information. In the course of providing you with our services, we will collect and process information that is commonly known as personal data. This notice describes how we collect, use, share, retain and safeguard personal data.
What is Personal Data?
Personal Data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, gender and contact details. Personal Data may contain information which is known as special categories of personal data. This may be information relating to, and not limited to, an individual’s health.
Personal Data We Collect
In order for us to provide treatment/therapy to you, we will collect and process personal data about you. We will also collect your personal data where you request information about our services, customer events, or promotions.
We may also need to collect personal data relating to others, in order to provide and administer services related to Yoga, Pilates, Mindfulness or other relevant disciplines. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so.
You may provide us with personal data when you contact us via the telephone, when writing to us directly or where we provide you with paper-based forms (consultation forms) for completion, or we complete a form in conjunction with you.
We will not collect any more data than is necessary. We will only collect data that we need to hold, in order to do the job for which we have collected the data.
We will ensure the data is accurate and ask clients to check periodically and confirm that the data that is held is still accurate.
Where we collect data directly from you, we are considered to be the controller of that data i.e. we are the Data Controller. We do not use a Data Processor.
A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the possession of personal data.
A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller – we do not use one of these.
Detailed below is clarification of the categories of personal data that we, as service providers, collect:
Individual’s full name
Date of birth
Medical information relevant to types of services required
Lawful Basis for Collecting and Processing this Data
This information is required when we are asking clients to complete a medical questionnaire as we need to ensure that it is relevant for the correct person.
Your telephone number will only be used to contact you relating to your appointment and only if necessary, or you have specifically asked us to contact you (i.e you have left an answerphone message).
We and/or our Anahata Yoga Centre hold your name, telephone number, email address and gender on our electronic diary systems. This is for the purposes of knowing our attendees and sending you any appointment reminder, if applicable, as well as to ensure the personal safety and security of our clients and therapists.
If you object to the collection, sharing and use of your personal data, then we may be unable to provide you with our services.
Why Do We Need Your Personal Data?
We require your personal details when we require you to complete a ‘health’ questionnaire/consultation form and we need to be able to identify who the information belongs to. We also require your personal information to manage future communications between us, including about our services.
Individuals are provided with legal rights governing the use of their personal data. This grants individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if it is inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data.
These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:
the right to be informed about the personal data being processed
the right of access to your personal data
the right of rectification of your personal data
the right to erasure of your personal data
the right to restrict processing of your personal data
the right to data portability (to receive an electronic copy of your personal data)
the right to object to your personal data being processed
the right not to be subject to automated decision-making, including profiling
Individuals can exercise their Individual Rights at any time. As mandated by law, we will not charge a fee to process these requests, however, if your request is considered repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.
The retaining of data is necessary where required for contractual, legal or regulatory purposes, or for our legitimate business interests and marketing purposes. We will not keep data any longer than is required for the purpose in the task it was collected for.
Your records shall be kept for at least 7 years following the last occasion of your attending a class or event at Anahata. In the case of services with minors, it is advisable that records should be kept for at least 7 years after they reach the age of maturity (18). This we will also adhere to. You can opt out of receiving marketing services by emailing email@example.com or clicking ‘unsubscribe’ on the marketing email. Please contact our Data Privacy Representative at firstname.lastname@example.org if you object to the use of, or have any questions relating to the use or retention of, your personal data.
International Transfers of Personal Data
We will not transfer any personal data Internationally.
How We Hold Your Personal Data
Your details will be kept for 7 years to comply with our Insurance policy guidelines.
We only record your name, contact telephone number, email and gender on our booking system MindBody Online
We only send marketing/promotional material via email. We will not send you any marketing material without your prior consent. Even if you have asked to receive marketing material, you have the right to ‘opt out’ at any time either by contacting us at email@example.com or clicking ‘unsubscribe’ on the marketing emails. We will post news/offers/marketing on our Social Media pages. If you no longer wish to see these news/offers/marketing, you will need to remove yourself via your own personal Social Media accounts.
Request For Information Held By Us On You
You can apply to us in writing to Anahata The Heart of Therapies, 1-5 Church Hill, Leigh-on-Sea, Southend-on-Sea, Essex SS9 2DE. We will respond to you within one month from the date of receipt of your request. There will be no charge for this unless your request is considered to be repetitive, wholly unfounded and/or excessive, whereby we will charge £30.00 for administration purposes.
Protecting Your Data
We will take all appropriate technical and organisation steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our group of therapists.
We store your Health Questionnaire in a safe and secure file, which contains your personal data. This is an electronic diary system which contains your name, telephone number, email address and gender. We have ensured our electronic records are held securely and with appropriate environmental controls and higher levels of security around special categories of personal data. Anahata The Heart of Therapies has a process to assign and manage user accounts to authorised individuals and to remove them when no longer appropriate.
Disposal of Data
We are required by law to keep some data for some time after you are no longer a client here. We have a review plan in place to ensure that any data is disposed of appropriately and securely.
Suspected Data Breach
If we suspect that data has been accessed unlawfully, we will inform the relevant parties immediately and report the breech to the Information Commissioner’s Office within 72 hours, if we believe the breach is likely to result in the rights and freedom of individuals being compromised – if, for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage. We will keep a record of any data breach.
Data Privacy Representative
We aim to ensure data privacy and protection has appropriate focus within our organisation. Anahata can be contacted at: firstname.lastname@example.org
We have registered with the Information Commissioner’s Office, the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.
This explains what cookies are and how we use them, the types of cookies we use i.e, the information we collect using cookies and how that information is used, and how to control the cookie preferences.
You can at any time change or withdraw your consent from the Cookie Declaration on our website
Your consent applies to the following domains: anahatayogacentre.com
Your current state: Consent accepted. Manage your consent.
What are cookies?
Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.
As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.
The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.
What types of cookies do we use?
Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket, and checkout securely.
Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyse how well the website performs and where it needs improvement.
Marketing: Our website displays advertisements. These cookies are used to personalise the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.
The information stored in these cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.
Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.
Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.
The below list details the cookies used in our website.
Cookie & Description
Used to distinguish users.
This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Analytics”.
The cookie is set by GDPR cookie consent to record the user consent for the cookies in the category “Functional”.
This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Other.
This cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category “Necessary”.
This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Performance”.
How can I control the cookie preferences?
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. To find out more about how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org
If you are dissatisfied with any aspect of the way in which we process your personal data, please contact our Data Privacy Representative. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). The ICO may be contacted via its website which is https://ICO.org.uk/concerns/ or by calling their helpline on 0303 123 1113.
How To Contact Us
If you have any questions regarding this Notice, the use of your data and your Individual Rights, please contact our Data Privacy Representative at Anahata The Heart of Therapies, 1-5 Church Hill, Leigh-on-Sea, Southend-on-Sea, Essex SS9 2DE.
Changes To This Policy
This policy may be changed or amended at our absolute discretion, so you should review it from time to time so you are aware of any changes that have taken place. Any changes will be posted on our website.
Anahata Yoga Centre, 1-5 Church Hill, Leigh-on-Sea, Southend-on-Sea, Essex SS9 2DE