Privacy Policy:
Privacy Statement
We take safeguarding online privacy seriously. Please read the whole of this statement carefully as it sets out what information we may collect from you, how we may use it and your rights in respect of our use and the key details of our privacy policy.
From time to time, we may need to change our privacy policy because of changes in our organisation, legislation or in our attempts to serve your needs better. We will use reasonable efforts to publish any changes to our privacy statement.
The Calm Gut Dietitian is responsible for collecting, processing, storing and safe-keeping personal and other information as part of providing a service and carrying out our regular business activities. We manage personal information in accordance with data protection legislation including the Data Protection Act 2018 and we are registered as a Data Controller with the Information Commissioner’s Office Registration Number [ZB381906]
Any questions regarding our processing of personal data should be directed to us via [ChloeHall@thecalmgutdietitian.com].
SCOPE
Our Privacy Statement governs any kind of processing where we are acting as a data controller or co-controller (including collection, use, transfer, storage and deletion) of personally identifiable information (any information that may be used to identify a physical person, and any other information associated therewith) about natural persons. This statement applies to our processing of data collected through any means, actively as well as passively, from persons located anywhere in the world.
We are guided by the following principles when processing data:
1. We will only collect data for specific and specified purposes; we will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it;
2. We will not collect data beyond what is necessary to accomplish those purposes; we will minimise the amount of information we collect from you to what we need to deliver the services required;
3. We will collect and use your personal information only if we have sensible business reasons for doing so, such as relevant offers or to provide you with coaching services.
4. We will not use your data for purposes other than those for which it was collected, accepted as stated within our policy, or with your prior consent;
5. We will seek to verify and/or update your data periodically and we will accept requests from you for amendment of the data held;
6. We will apply high technical standards to make our processing of data secure;
7. Except otherwise stated, we will not store data in identifiable form longer than is necessary to accomplish its purpose or as required by law.
INFORMATION COLLECTED
The information we may collect about you could include, but is not limited to:
1. Personal details
2. Family details
3. Lifestyle and social circumstances
4. Financial details
5. Physical or mental health details
6. Racial or ethnic origin
If we were to obtain special category data from you we will always get your consent first.
We will collect information from you when:
1. You sign up to our newsletter or mailing list
2. You download an opt-in
3. You join a course or programme
4. You contact us for information via our website or social media channels, by phone or email
5. You post on our social media channels, website or blog
6. You work with us in a commercial capacity
We may use the information collected to:
1. Allow you to process a booking for a product or course
2. Create a profile for you on our site
3. Send you our newsletters or provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
4. Ensure that content from our site is presented to you in the most effective manner for you and your computer
5. Allow you to participate in the service you have chosen to do so
6. Notify you about changes to our service
INFORMATION STORAGE
We will never sell your information to third parties.
We may use external third parties to provide systems and technology which involves them processing personal data, necessitating a transfer of that personal data. For example, our email system is provided by Google.
We use Practice better (Practice management for wellness professionals - Practice Better) to store your 1:1 consultation notes, communicate with you in between 1:1 appointments and store any forms completed by yourself. This platform is HIPAA, PIPEDA, and GDPR compliant.
INFORMATION SHARING
We may share your personal data with your referrer, other healthcare professionals or your health insurers if you specifically request this and have consented to it.
We may be required to share personal data (for example with your GP or with the emergency services) if we consider that there is a real risk of harm to you or to others.
SUBJECT ACCESS REQUESTS
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”.
All subject access requests should be made in writing and sent to ChloeHall@thecalmgutdietitian.com
There is not normally any charge for a subject access request. And we will respond to your subject access request within one month of receiving it.
LEGAL BASIS FOR PROCESSING YOUR DATA
The General Data Protection Regulation (GDPR) provides that processing of your data shall only be lawful if and to the extent that at least one of the following applies:
1. You have consented
2. For the performance of a contract
3. For compliance with a legal obligation which we must perform
4. To protect vital interests of your or another person
5. It is in the public interest
6. It is in the legitimate interests pursued by us or a third party
We collect data for the purposes set out above. Data is managed to ensure that it is either erased from our system when it is no longer required for the purpose for which it was collected, retained for legal reasons or minimised and retained.
Any health data collected from you has special protection and is limited to that permissible by law. In all instances where special category data is collected we will obtain your express consent.
LINKS FROM OUR SITE
Our site contains links to and from other websites which are operated by individuals and companies over which we have no direct control. If you follow a link to any of these websites, please note that these websites have their own privacy and terms of use polices. We do not accept any responsibility or liability for these policies. We advise you to check the policies for third party sites before you submit any personal data to the website.
MARKETING EMAILS
We will make it as easy as we can for you to opt out of unwanted processing, providing it does not restrict our ability to provide you with the primary service you have requested.
Please note if you wish to unsubscribe from any marketing emails that you have signed up for, you can do so by emailing ChloeHall@thecalmgutdietitian.com
WEBSITE ANALYTICS & TARGETED MARKETING
We use website analytics to provide the best user experience and service to you and to evaluate and improve our site. We utilise third party data analytics service providers Squarespace analytics and Google Analytics to improve our visibility and to monitor website browser behaviour and navigation across our site.
These third-party data analytics service providers collect this information on our behalf in accordance with our instructions and in line with their own privacy policies. Our service providers may collect the following data about the way you use our site, which will almost always be anonymised and aggregated before reporting back to us:
Number of visitors to our site
Pages visited whilst using the site and time spent per page
Page interaction information, such as scrolling, clicks and browsing methods
Source location and details about where users go when they leave the site
Page response times and any download errors
Other technical information relating to end user device, such as IP address or browser plug-in
From time to time we may use the information collected about you to present you with targeted advertisements using platforms such as Facebook, Twitter, Google and/or Instagram.
CHANGES TO OUR POLICY & FUTURE PROCESSING
We do not intend to process your personal information except for the reasons stated within this privacy notice. If this changes, this privacy notice will be amended and placed on our website at www.thecalmgutdietitian.com
POLICY DETAILS
We continually review our privacy practices and may change our policy and privacy statement from time to time. When we do this an amended privacy statement will be placed on our website at www.thecalmgutdietitian.com
This privacy notice was published on 15/10/22 and last updated on 15/10/22.
If you are concerned about how we are collecting, using and/or sharing your personal information, you can contact our Data Protection Officer ChloeHall@thecalmgutdietitian.com
PAYMENTS
1. The Coach shall issue invoices for the Charges to the Client in advance of the delivery of the relevant Services to the Client.
2. The Client must pay the Charges to the Coach before services under this Agreement can be commenced.
3. The Client must pay the Charges by debit card, credit card, direct debit or bank transfer.
4. If the Client does not pay any amount properly due to the Coach under this Agreement, the Coach may:
claim interest and statutory compensation from the Client pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
We use Stripe to securely process your payment information. We do not store your payment information and do not control and are not responsible for the Payment Processors or their collection or use of your information. You may find out more about how the Payment Processors store and use your Payment Information by accessing the Payment Processors’ privacy policies at Stripe | Payment Processing Platform for the Internet.
REFUNDS
1. In accordance with Distance Selling Regulations, the Client has the right to cancel and obtain a full refund within 14 days of this Agreement being executed by both Parties.
2. Refund requests should be made in writing to ChloeHall@thecalmgutdietitian.com and a full refund will be provided within 10 working days from the date of the request.
3. In the event that one or more coaching sessions have already taken place within the first 14 days following execution of this contract, the Client is still entitled to request a refund but the value of the coaching session(s) shall be deducted from the amount paid by the Client, along with any reasonable costs which have been incurred by the Coach. The value of any sessions which have been provided (or deemed provided due to late cancellation), will be determined pro-rata and will include any preparatory time completed by the Coach.
4. There is no obligation on the Coach to refund any amounts paid where cancellation requests are made following the 14 day cancellation period.
5. Should the Client wish to obtain a refund outside of the 14 day cancellation period they should set out their request in writing and send it to ChloeHall@thecalmgutdietitian.com
SCHEDULE 2: COMPLAINTS PROCEDURE
1. It is the intention of the Dietitian that the Client shall be entirely satisfied with the Services throughout the whole Engagement.
2. Should the Client at any time become unhappy with the services provided they should:
a. Set out the complaint, including any supporting evidence in writing, to ChloeHall@thecalmgutdietitian.com
b. Set out any cause of action sought e.g. an additional session due to the postponement of a session.
3. In response to the complaint, the Dietitian will:
a. Undertake an objective assessment of the complaint made, taking into account all of the circumstances and the conduct of the parties throughout the Agreement to date; and
b. Confirm the outcome of the complaint, including the factors considered in reaching the outcome and stating whether the complaint is upheld or rejected.
4. If the Client is not satisfied with the response to the complaint, the Parties will discuss and attempt to agree either further coaching sessions or support. Costs may apply to such additional coaching and all costs are to be agreed in writing in advance.
5. Should it not be possible to resolve any dispute amicably between the Parties any matters arising from this Agreement shall be handled by an independent mediator, the costs of which will be shared 50:50 between the Parties.