Privacy Policy

Introduction

We understand that privacy and security of your personal information is extremely important. This policy sets out what personal data we may use and hold, how we use it and what we do to keep it secure. It also explains why we collect personal data, as well as your rights over any personal information we hold about you.

This Policy applies to our websites and other interactions you may have with us, whether as website user, Client or Mentee.

If you have any questions about our privacy practices, please contact us using our website contact form

What Personal Data Do We Collect

The personal data we hold about you may include:

Your name, phone number, date of birth, email address, postal address, emergency contact details and GP details
Emails and email attachments, SMS / Whatsapp messages we have exchanged
Any form(s) you complete at the beginning of our work together
Brief notes for each of our coaching sessions
Audio / video files of any online sessions, if you have given consent / requested for these to be recorded.

How We Keep Your Personal Data Secure

Your personal information, if written on paper, is stored securely in a locked filing cabinet. Electronic data is stored on a laptop or mobile device, which is password protected
Your phone number is stored under your first name with no surname used on the phone contact list and the mobile kept secure at all times
Transactions in our financial records are recorded using your first name only
Our email correspondence is password-protected and our email service provider ensures that the emails are secure and encrypted
Session records are kept in written form in a locked filing cabinet or stored electronically on a password-protected device
Audio/video files are encrypted and password-protected and do not contain your surname in the file title
Appointments are booked in a diary or electronic calendar with your first name only and this includes zoom meetings

The Purpose For Holding Your Personal Data

To be able to communicate with you primarily via phone and email
So that we have a record of your attendance and a note of important factual information that may be of significance in our work together
For purposes of mentoring which is a professional requirement for EFT Practitioners
To provide you with appropriate and individualised services
To ensure that, if I found that there was serious risk to you, or to a vulnerable person or child, I could take appropriate safeguarding action
It is a requirement of our insurance provider, Towers Gates and, for financial information, a requirement of His Majesty’s Revenue and Customs (HMRC)
With your consent, to send you information about our services or other interesting related information in the form of articles. You may withdraw this consent at any time by clicking an unsubscribe button, emailing us or using the contact form on our website.

How Long We Keep Your Personal Data

It is standard practise to keep any Client records for seven years after the session date. HMRC also requires financial information to be kept for the same seven years.

After 7 years from completion of our work together, we may permanently delete all electronic data and shred and dispose of any paper copies. You can ask us specifically to delete your records if you wish, otherwise we may retain your records indefinitely. If we retain records it is so that we can provide you with the best possible service should you want to work with us at some future date.

Your Legal Rights In Relation To The Personal Data We Hold

You have rights under Data Protection Laws in relation to your personal data. These include:

The right to be informed about the collection and use of your personal data. This is the purpose of providing this policy document
The right of access to, and to receive a copy of the personal data that we hold about you. If you would like to receive this, or to make any other requests relating to your personal data, you may make your request verbally or in writing. However, it will help us respond most efficiently if you contact us via our website contact form or by email. We will respond to your request within 30 days wherever possible
The right to have inaccurate personal data rectified, or completed if it is incomplete
The right to have personal data removed. This right is not absolute and only applies in certain circumstances
The right to request the restriction of processing of your personal data. This right is not absolute and only applies in certain circumstances
The right to object to the processing of your personal data in certain circumstances. You have an absolute right to stop your data being used for direct marketing. For other purposes the right applies only in certain circumstances.

You can find out more about your data protection rights here https://ico.org.uk/for-the-public/

Disclosures Of Personal Data To Third Parties

We never sell or share your personal data other than in a limited number of circumstances in which we may share your personal data and other information with third parties, either

to ensure the effective functioning of our website and web-based services
or
for any of the following legitimate reasons related to therapeutic work
- where required by a court of law
- if your safety or that of a vulnerable adult or child is imminently at risk
- if you request and/or give us consent to share your information with another health professional for the purposes of improving your care.

As required by our professional code of conduct we may discuss some aspects of our Client work with a Supervisor / Mentor. Clients discussed are anonymised, (e.g. using a fictitious name). The Supervisor / Mentor is an experienced practitioner or trainer, also bound by rules of confidentiality, with the usual exceptions (as outlined above).

When we meet online, we may share your personal data with:

Our online website host platform provider
Service providers who provide cloud infrastructure, video hosting, live video platforms, email provider, IT and system administration services.
- Zoom
- Googlemail
- Vimeo
- Zoom
Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services
Government bodies that require us to report processing activities. require reporting of processing activities in certain circumstances.

Third Party Links

We may include links to third-party websites, add-ons and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Our website at https://BalanceYourOutlook.com does not use cookies to track your personal data.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

How To Contact Us

You can contact BalanceYourOutlook.com at any time if you have any questions about this privacy policy or our practices, or if you are seeking to exercise any of your statutory rights using the contact form on our website.

Data Protection Authority

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues: https://ico.org.uk/for-the-public/.

The Information Commissioner requires, and we would appreciate, if you do have a complaint, that you first contact us so that we can try to resolve it for you.