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Privacy Policy

Beautiful Mind Clinic (Functional Nutrition and Naturopathy) Privacy Notice 2024

Beautiful Mind Clinic collects and holds some information about our clients. This document outlines how that information is collected and used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information or explanation needed.

Any requests for this should be sent to the beautifulmindnutrition@gmail.com We keep our Privacy Notice under regular review.

What We Do Beautiful Mind Clinic Maidenhead Berkshire

beautifulmindnutrition@gmail.com

Beautiful Mind Clinic provides functional nutritional therapy and naturopathy services to clients (children, young people and families) to improve their health through personalised diet and lifestyle interventions. We focus on preventative healthcare, the optimisation of physical and mental health and chronic health conditions. Through nutritional therapy consultations, dietary and lifestyle analysis, biochemical testing, and nutrigenomic analysis we aim to understand the underlying causes of health issues which we will seek to address through personalised dietary therapy, nutraceutical prescription (supplements) and lifestyle modifications.

How We Obtain Your Personal Data

Information provided by the client

You provide us with personal data in the following ways:

  • By completing the Nutritional Therapy
  • By signing the Terms of Engagement (T&C) within the Health
  • During a Nutritional Therapy Consultation: Health Questionnaire (Type of Data: Consent, Legitimate and Vital Interests, Legal Obligation, Contractual and Public Task).
  • Through email, over the telephone or by
  • By taking credit/debit card and online payment.
  • Through requesting to order laboratory

This may include the following information:

  • basic details such as name, address, contact details and next of
  • details of contact with us such as referrals and appointment requests.
  • health information including your previous medical history, dietary, lifestyle, supplement and medicine details, biochemical test results, clinic notes and health improvement plans including dietary and nutraceutical
  • GP contact information
  • some bank details which are provided during BACS direct bank

We use this information (only what is essential) in the provision of direct healthcare (Nutritional Therapy and Naturopathy). This means that the legal basis of our holding your personal data is for legitimate interest.

Following completion of your healthcare (Nutritional Therapy and Naturopathy) we retain your personal data for the period defined by our professional association BANT and regulatory body CNHC. This enables us to process any complaint you may make. In this case the legal basis of our holding your personal data is for contract administration. We keep the data accurate by confirming with you the correctness of essential data held on your records as part of your continuing direct healthcare.

Information we get from other sources

We may obtain sensitive medical information in the form of test results from biochemical testing companies (laboratories) on client’s consent. We use this information to provide you with direct healthcare. This means that the legal basis of our holding your personal data is for legitimate interest.

We may obtain sensitive information from other healthcare providers. The provision of this information is subject to you giving us your express consent. If we do not receive this consent from you, we will not be able to coordinate your healthcare with that provided by other members of the multidisciplinary healthcare team, which means the healthcare provided by us may be less effective.

How we use your personal data

We act as a Data Controller for use of your personal data to provide direct healthcare. We also act as a Controller and Processor with regards to the processing of your data from third parties such as testing companies and other healthcare providers. We act as a data controller and processor with regards to the processing of credit/debit cards and online payments (if applicable).

We always assure to protect your personal data, including any health and contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) 2018 concerning data protection.

We will also take reasonable security and cyber measures to protect your personal data storage (electronic and physical).

We may use your personal data where there is an overriding public interest in using the information e.g., to safeguard an individual, or to prevent a serious crime. Also, where there is a legal requirement such as a formal court order. We may use your data (email address only) for marketing purposes, such as Newsletters, but this would be subject to you giving us your express consent.

Do we share your information with other organisations?

We will keep information about you confidential. We will only disclose your information with other third parties with your express consent except for the following categories of third parties:

  • Our registrant body, CNHC (Complimentary and Natural Healthcare Council) and our professional association, BANT (British Association for Nutrition and Lifestyle Medicine), for the processing of a complaint made by
  • Any contractors and advisors that provide a service to us or act as our agents on the understanding and confirmation that they keep the information confidential (e.g., Supplement/Laboratory companies that provide direct trading with you or Data Analysis Services or Software we may use to enhance and streamline your consultation/lab testing and supplement order
  • Anyone to whom we may transfer our rights and duties under any agreement we have with you.
  • Any legal or crime prevention agencies and/or to satisfy any regulatory request (CNHC) if we have a duty to do so or if the law requires us to do

We may share your information with supplement companies and biochemical testing companies as part of providing you with direct healthcare. We will not include any sensitive information.

We will seek your express consent before sharing your information with your GP or other healthcare providers.

However, if we believe that your life (your child’s life) is in danger, then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests.

We may share your case history in an anonymised form with our peers for the purpose of professional development. This may be at clinical supervision meetings, conferences, online forums, and through publishing in medical journals, trade magazines or online professional sites. We will seek your explicit consent before processing your data in anonymised way.

What are your rights?

Every individual has the right to see, amend, delete, or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.

If you want to access your Data, you must make a Subject Access Request in writing to beautifulmindnutrition@gmail.com

Under special circumstances, some information may be withheld.

We shall respond within 20 working days from the point of receiving the request and all the necessary information from you.

Our response will include the details of the personal data we hold on your file including:

  • Sources from which we acquired the
  • The purposes of processing the information.
  • Persons or entities with whom we are sharing the

You have the right, subject to exemptions, to ask to:

  • Have your information
  • Have your information corrected or updated where it is no longer
  • Ask us to stop processing information about you where we are not required to do so by law or in accordance with the BANT and CNHC
  • Receive a copy of your personal data, which you have provided to us, in a structured, commonly used, and machine-readable format and have the right to transmit that data to another controller (business), without hindrance from
  • Object at any time to the processing of personal data concerning

We do not carry out any automated processing, which may lead to automated decision based on your personal data.

If you would like to invoke any of the above rights, then please email the Data Controller at beautifulmindnutrition@gmail.com

What safeguards are in place to ensure data that identifies clients is secure?

We only use information that may identify you in accordance with GDPR 2018. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.

Within the health sector, we also must follow the common law duty of confidence, which means that where identifiable information about you has been given in confidence, it should be treated as confidential and only shared for the purpose of providing direct healthcare. We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.

We also ensure the information we hold is kept in secure locations, we restrict access to information to authorised personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorised users cannot see or make sense of it, passwords and data back-up, password protected email documents) and safely dispose of the data after the retention period (shredding). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

Security Features:

  • Malware/spyware/antivirus Internet Security and Optimization Computer
  • Encrypted/password protected Cloud Based Drive for Sensitive Data
  • Password Protected Documents with Sensitive
  • Emails with restricted features and time outs for Password Protected
  • Encryption of Files/Documents Stored on Computer/Drives.

Beautiful Mind Clinic is registered with the Information Commissioner’s Office (ICO) as a data controller and collects data for purposes outlined above. A copy of the registration is available through the ICO website (ref: ZA937372).

https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/

How long we hold confidential information for

All records held by the Beautiful Mind Clinic are kept for the duration specified by guidance from our professional association BANT. We keep personal health records securely for a child who had a consultation at or under the age of 16 until they reach the age of 25 and for a child of 17 years of age when they had their consultation, until they reach 26 years of age.

Website technical details (please see separate Privacy and Cookie Policies)

  1. Forms

We may use electronic forms on our website utilising ‘forms module’ which has several built-in features to help ensure privacy. We also aim to use secure forms where appropriate.

Cookies are small. We do not make use of cookies to collect any private or personally identifiable information. The technical platform of this website uses cookies solely to aid the essential technical functioning of the website. The cookies used contain random strings of characters alongside minimal information about the state and section of the website – which in no way collects or discloses any personal information about you as a visitor.

Advanced areas of this site may use cookies to store your presentation preferences in a purely technical manner with no individually identifiable information. Please note our statement on analytics software below – as analytics software also uses cookies to function. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Analytics (not currently applicable)

Like most websites, we make use of analytics software to help us understand the trends in popularity of our website and of different sections. We make no use of personally identifiable information in any of the statistical reports we use from this package. We use an analytics package called Google Analytics who provide details of their privacy policy on the Google website.

Complaints

If you have a complaint regarding the use of your personal data, then please contact us by emailing the Data Controller at Beautiful Mind Clinic and we will do our best to help you beautifulmindnutrition@gmail.com

If your complaint is not resolved to your satisfaction, you can make a formal complaint to the Information Commissioner’s Office (ICO):

ICO

casework@ico.org.uk Telephone: 0303 123 1113

Textphone: 01625 545860

Monday to Friday, 9am to 4:30pm Information Commissioner’s Office Wycliffe House Water Lane Wilmslow

Cheshire SK9 5A