Data held by The Wellbeing People will be held lawfully and for the retention periods set out in section B of this policy document.
This document refers to:
Aim and Purpose
The purpose of this document is to ensure that The Wellbeing People has a framework that ensures the rights and freedom of individuals in relation to their personal data (Article 1) and adheres to best practice in the management of client information and business records.
Information Governance sets out the way in which information collated by an organisation is managed and ensures that any information collected;
This is a live document and may be updated at any time to reflect changes in law or growth of the business, and therefore should be revisited regularly to check for any updates. The Wellbeing People is fully committed to ensuring clients privacy and data protection rights.
For the purpose of this policy Nicki Williamson is the named Data Protection Officer/Controller and Head of Organisation.
Information Governance Framework Principles for The Wellbeing People
Privacy Notice: Use of information
In accordance with this data retention schedule there may be occasions when data is not destroyed due to ongoing investigation, ligation or enquiry. The data will be deleted upon confirmation that it is no longer required.
On some occasions anonymised personal data will be retained whereby a client has provided a testimonial for use on the organisations website. When data is non-identifiable GDPR law is no longer applicable. [Non-identifiable means that if this data was left on a bus, no one, including the data subject would be able to identify that this data was relating to them.]
Under the General Data Protection and Retention (2018) legislation, regarding how your personal data is processed, all individuals have;
Please note that The Wellbeing People does not use automated decision-making tools, including profiling.
When an individual visits www.thewellbeingpeople.co.uk, Google analytics is used. They are considered a third-party service, to collect information about what visitors do when they click on the website, e.g. which page they visit the most. Google analytics only collect non-identifiable data which means we or they cannot identify who is visiting. The Wellbeing People will always be transparent when it comes to collecting personal data and will be clear about how that data is processed.
|Information Asset||Information Owner Asset||Retention|
|Email (including sent items)||Head of organisation||Annual review period every January, any remaining live data untouched until following review period.|
|Contact details held on mobile devices||Head of organisation||All entries to be deleted prior to decommissioning of mobile device or reissue of device.|
|Recordings||Head of organisation||5 years or earlier if consent is withdrawn|
|Promotional materials||Head of organisation||<|
|Paper Diaries||Head of organisation||3 months from the period in which its use ends.|
|Policies||Head of organisation||Until new policy has been put.|
|Client records including initial consultation notes and session notes||Head of organisation||In accordance with CAH regulation, 8 years after final treatment session has ended.|
|Safeguarding records||Head of organisation||In accordance with the current organisations insurance policy, 5 years after final treatment session has ended, unless superseded by new insurance|
|Sat Nav records||Head of organisation||All entries to be deleted prior to decommissioning of mobile device or reissue of device.|
|Waiting lists||Head of organisation||Annual review period every January, old waiting list destroyed and new waiting list developed with any remaining live data transferred to new live document|
|Continual Professional Development Records||Head of organisation and workers supervisor||To be retained when worker is in service and until 8 years afterwards.|
|Service evaluation records||Head of organisation||Transfer to anonymised data within 6 months of collection.|
|Tax returns||Head of organisation||6 years from the end of the financial period to which they pertain to end of retention period.|
|Incident/Accident reports||Head of organisation||40 years from date report was closed.|
|Complaints||Head of organisation||2 years from complaint being resolved end of retention period.|
|Right to Erasure Request||Head of Organisation||8 years from request being submitted and completed.|
|Subject Access Request||Head of organisation||8 years alongside session notes, or plus 2 years from case closure if request is made after 6 years of storing.|
Hard copy data will be destroyed via a cross shredding machine owned by the organisation, electronic data will be permanently deleted.
What are the lawful basis for processing data at The Wellbeing People
Consent in relation to communication: the individual has given clear consent for their data to be processed for the specific purpose/s detailed in the consent form stored in their personal file.
(h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3;
This means that The Wellbeing People does not require consent to hold your data to provide a service but does require your consent to contact you for specific purposes. Participating in the service by attending more than one appointment implies that you agree with the Terms and Conditions provided to you at the commencement of service delivery.
Description of processing
The following is a broad description of the way this organisation/data controller processes personal information. Clients wishing to understand how their own personal information is processed may choose to read the FAQ’s / Terms and Conditions for treatment document, which compliments the policies detailed here.
Reasons/purposes for processing information
The Wellbeing People processes personal information to enable the provision of NLP and Hypnotherapy, to advertise services and to maintain accounts and records.
Type/classes of information processed
The Wellbeing People processes information relevant to the above reasons/purposes. This information may include:
The Wellbeing People also processes sensitive classes of information that may include:
The Wellbeing People processes personal information about:
All personal and sensitive data held by The Wellbeing People is held securely. Electronic data stored on a computer is stored on a password protected computer, in password protected documents held on the C: Drive of the computer. This supports the ability to retrieve data in the event of faults. Hardcopy data is held securely in a locked cabinet behind a locked door.
In the case of a data breach The Wellbeing People shall comply with the regulations set out under Article 33 of the GDPR;
(a) describe the nature of the personal data breach including where possible, the approximate number of data subjects concerned and the categories (e.g. sessions notes, phone numbers) and approximate number of personal data records concerned;
(b) communicate the name and contact details of the data controller where more information can be obtained;
(c) describe the likely consequences of the personal data breach;
(d) describe the measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.
Subject Access Request
A Subject Access Requests (SAR) permits individuals to request a copy of their personal information.
A SAR must be acted upon within one month, at the most within two months, any longer and reasonable reason must be provided. There are no fees unless there is a disproportionate fee to the organisation for sending out the information. Application for SAR should be held alongside session records, unless application was made after six years of the end of treatment. In which case the SAR will be held for a further two years after closure of SAR.
A SAR request will include information we hold about you, The Wellbeing People will:
SAR requests should be put in writing to The Wellbeing People. A response may be provided informally over the telephone with your agreement, or formally by letter or email. If any information held is noted to be incorrect an individual can request a correction be made to their own personal information. This should be made in writing to The Wellbeing People.
Right to Erasure
Any person may put in a request for their personal data to be removed (the ‘right to be forgotten’ or the ‘right to erasure’). In this instance hard copy data will be shredded using a cross shredding machine owned by the organisation and any electronic data will be permanently deleted. The client will be notified of the completion. The request for deletion of data and the confirmation of completion will be held securely until eight years after the request was made.
The Wellbeing People aims to the meet the highest quality standards when processing personal and sensitive data. Complaints can help identify areas for improvement and therefore The Wellbeing People would welcome you raising any concerns you have.
These Information Governance Policy documents were created to be as transparent and understandable as possible. It will not be completely exhaustive of all aspects of data collection. If you would like further information about a specific process, please contact The Wellbeing People.
If you feel you would like to make a complaint about how your personal and sensitive data is handled by The Wellbeing People you can contact Nicki Williamson directly. In the event that Nicki Williamson cannot resolve your complaint to your satisfaction you can contact the Information Commissioners Office on 0303 123 1113.
Safeguarding your privacy
In the event of death or sudden illness, my supervisor will contact existing clients and archive any client files in accordance with General Data Protection Regulations.