General Information, Terms, and Conditions

Frequency of Treatments

To ensure the best from reflexology, I generally recommend a course of 6-7 sessions, at weekly intervals, reducing to fortnightly, and then to maintenance appointments monthly. 

This is entirely flexible according to the client’s wishes. 

Healing Responses

Reflexology is a holistic therapy aiming to bring balance to the body on all levels. The body’s own natural healing process may cause some temporary symptoms. Please monitor how you are feeling immediately after a treatment, for the next 24 hours, the next three days and then leading up to your next treatment.

Cancellation Policy 

• I have a 48-hour cancellation policy. As you are aware my business is dependent on the number of clients I can see during my clinic hours. Therefore if you are unable to make a previously arranged appointment I request that you provide me with at least 48 hours notice. This will allow me the option to re-book the time slot with someone on my waiting list. 

Less than 48 hours notice may result in a fair-use fee which is 50%  of my usual treatment cost. This fee will be payable immediately, and further bookings cannot not be taken until the account is settled.

Fees

• My fees are as follows, they are payable in full at the time of booking (and at least before the start time of treatment). 
• Please make payments by bank transfer where possible:

sort code 09-01-29

account number 54744552

(Cash is accepted on the same terms).

• Single session (45-75 minutes) £45
• Package of 6 sessions £240, payable in advance or at the first treatment.
• Promotional discounts may apply at various times. These are not normally offered for sessions after 3pm or at weekends. 

Vouchers (ask for details when these are available)

• I provide an option to buy vouchers for treatments. These may be given as gifts.
• These treatments can be booked during my normal working hours with no restrictions. 
• Where an appointment is booked and missed, my cancellation policy above will apply and a proportion of the treatment will be deducted from those remaining.
• These treatments are paid in advance and are fully flexible with 48 hours notice.
• These vouchers are non-refundable and are required to be used within 6 months.

As an AoR full member:

I have a nationally recognised Diploma in Reflexology, as detailed above. 

As a professional and highly qualified reflexologist with MAR status, I will provide you with the appropriate bespoke treatment and support.

I am bound by the AoR Code of Practice and Ethics. 

I follow the AoR Good Practice Policy and hygiene guidance to ensure client safety. 

I will always be adequately insured for medical malpractice /professional indemnity requirements.

I comply with the AoR Continuing Professional Development requirements which ensures my practice is kept up to date.

I am compliant with GDPR data protection, please see my separate GDPR policy included at the end of this document. Your information will remain confidential at all times.

Covid 19 Policies: Compliance with Government Guidelines. Subject to change in accordance with guidelines.

• I may choose to use discretion regarding the wearing of face coverings. 
• I maintain high standards of hygiene and allow time to clean effectively after each client. I maintain adequate ventilation and ask this is possible when I work on a mobile basis in the client’s home/workplace etc.
• The reflexology chair is disinfected between clients and covered with fresh couch roll to avoid cross contamination. I prefer the client to provide their own blankets if desired, when mine are used they are washed after each client. 
• I have health requests of my clients as follows; 
• If you have a new cough, a fever, sore throat, or loss of taste and smell or have been in touch with anyone with these symptoms please contact me as we may need to postpone your appointment.
• If you have been involved in a higher-risk activity such as attendance at a large event or air travel,  I request that you do not book an appointment within 10 days of the activity.
• I will apply these high standards to myself. Should I feel unwell, unable to treat or it is inadvisable for me to treat, I will explain the situation to you as soon as possible before your treatment.

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

GDPR (implemented by DPA2018 in the UK) brought 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. 

Therapist’s Name/Identity: Karen M Smith

Therapist’s Contact Details:

Telephone No: 07887854200

Email address: fourseasonsreflexology@gmail.com

Address: Four Seasons, The Green, Clayton, Doncaster,DN5 7DD

Data Controller Contact Details: Karen M Smith

The Purpose of processing Client Data 

In order to give professional reflexology treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing reflexology treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I take basic contact details and information via my website to allow me to contact you and handle bookings.

Lawful Basis for holding and using Client Information

As a full member of the Association of Reflexologists, I abide by the AoR Code of Practice and Ethics. The lawful basis under which I hold and use your information is 

a). My legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options and advice.

b). for the following legal reasons 

     - ‘claims occurring’ insurance

     -  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 fulfill my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics. 

What information I hold and what I do with it

In order to give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology 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.

How Long I Retain Your Information for

I will keep your information for the following periods:

1. ‘claims occurring’ insurance: (records to be kept for 7 years after last treatment)
2. 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      
• Reflexology information or information related to your health 
• 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 https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/. 

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:  www.ico.org.uk

THERAPIST’S RIGHTS

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.