Covid-19 Policy & GDPR
COVID-19 POLICY
(Industry body guidelines followed):
• Risk assessment has been updated (available on request)
• If I feel ill or have any symptoms of Covid-19 I will self-isolate and not come to work and cancel appointments
• You will be asked pre-appointment questions relating to Covid-19 - Covid-19 disclaimer will need to be signed
• If you or any of the people you live with feel ill or display any Covid-19 syptoms do not keep your appointment
• If you or any of the people you live with feel ill or display any Covid-19 syptoms do not keep your appointment
• Your contact details will be kept for NHS Track and Trace purposes
• Please do not share vehicles with people from other households
• Clients asked to wash their hands on entering for at least 20 seconds, use paper towel to dry, dispose in pedal bin
and anti-bacterial gel is available
• 1 person only admitted, or 2 if stay 2m apart - You will be required to wear a mask on entry and at all times but
not during your treatment. Please respect the 2m distancing guidelines
• My temperature is checked each day and noted on wallchart - I require to check your temperature before entry
• Clients’ belongings to be placed on couch roll beside you on the sofa not the floor• I wash my hands before/after clients under NHS Handwashing Guidelines, and use anti-bacterial gel
• All cloths/towels are changes for each client/all equipment sanitised - All washing is kept sealed
• Couch roll is used for couches, chairs and for bare or socked feet on the floor•
• All contaminated are items binned after use and all bins emptied at the end of the day
• Work surfaces are cleaned with anti-bacterial spray
• Communal areas and touch-points disinfected between clients
• There is a hepa-filter to clean the air
• Tools/cash change/leaflets/business cards/aftercare leafelts are sterilised and sanitised with UV light
• Cash is placed in envelope and taken off site end of day
• You have been advised wherever possible to bring your own pen, water, to pay by BACs or to have the correct
change if paying by cash wherever possible.
• Clients to bring minimal personal belongings
• Clients not to arrive early and leave immediately to avoid meeting next clients
• I will wear a face covering and disposable apron when carrying out treatments
MOBILE VISITS
• Sanitise tools and equipment after each client or use different tools and sanitise end of each day. All equipment
or materials (such as chairs, couches, lafuma, towels, coverings or sanitisers etc will have been fully cleaned
before they are brought into client’s home)
• Use antibacterial hand gel and wash hands between clients – before and after
• Avoid touching any unnecessary items and surfaces
• Ensuring that, as far as possible, no one else in the building comes into contact with the therapist
• Change uniform on daily basis – cover with plastic disposable apron
• I will wear a face covering and disposable apron when carrying out treatments
• Change/sanitise shoes on entry
• Client to provide own washed towels
• A client temperature check with be carried out
• Client to use own pen
• Place my belongings on couch roll wherever possible
• Checklist in advance to check if treatment is appropriate and any risks to therapist visiting your environment as
• Use antibacterial hand gel and wash hands between clients – before and after
• Avoid touching any unnecessary items and surfaces
• Ensuring that, as far as possible, no one else in the building comes into contact with the therapist
• Change uniform on daily basis – cover with plastic disposable apron
• I will wear a face covering and disposable apron when carrying out treatments
• Change/sanitise shoes on entry
• Client to provide own washed towels
• A client temperature check with be carried out
• Client to use own pen
• Place my belongings on couch roll wherever possible
• Checklist in advance to check if treatment is appropriate and any risks to therapist visiting your environment as
a result you may be asked to take specific precautions to help your therapist (such as ensuring they do not need
to touch surfaces, and so on)
• Hand washing – You may be asked to make provision for your therapist to wash their hands on arrival, before and after treatments. Alternatively your therapist may provide and use hand sanitiser (with a minimum of 60% alcohol)
• The client will be asked to wash their hands
• I will have clean, dedicated clothes/uniforms covered by a plastic disposable apron
• If client and therapist cannot stay 2m apart a face covering will be required by the client, but not during the
• Hand washing – You may be asked to make provision for your therapist to wash their hands on arrival, before and after treatments. Alternatively your therapist may provide and use hand sanitiser (with a minimum of 60% alcohol)
• The client will be asked to wash their hands
• I will have clean, dedicated clothes/uniforms covered by a plastic disposable apron
• If client and therapist cannot stay 2m apart a face covering will be required by the client, but not during the
treatment.
• Waste will be taken away by the therapist and disposed of in line with Government Guidelines
• Laundry – any linens/towels provided by therapist will be taken away, washed in line with Govt. Guidelines
• Provide own water or drinking vessel. Water will be provided if you do not have your own with disposable cups
• Provide your own pillow, blanket and towel (if requested by the therapist)
• Inform your therapist if you develop symptoms of Covid-19
• Waste will be taken away by the therapist and disposed of in line with Government Guidelines
• Laundry – any linens/towels provided by therapist will be taken away, washed in line with Govt. Guidelines
• Provide own water or drinking vessel. Water will be provided if you do not have your own with disposable cups
• Provide your own pillow, blanket and towel (if requested by the therapist)
• Inform your therapist if you develop symptoms of Covid-19
• Pay by cash (which will be placed in an envelope for sterilisation later). Please try to have the correct change, or
pay by BACS transfer if possible.
• You will be asked pre-appointment questions relating to Covid-19 - Covid-19 disclaimer will need to be signed.
All other Covid-19 requirements above apply
GROUP WORK/COURSES
• 3 students per training course/group work
• 2m social distancing to be maintained or wear appropriate PPE.
• Communal areas and touch-points disinfected - please leave therapy room for 45 mins lunch to allow this
• All above Covid-19 requirements above apply
ALL WORKING RESTRICTIONS WILL BE AMENDED ONGOING IN LINE WITH GOVT GUIDELINES
Scope of the Privacy Policy
Applies to the actions of Katie Warren – Katie’s Therapies and clients in respect of personal data held, how it is collected, used and how we meet our data protection obligations.
How We Collect Data
• The data is given to us by clients via treatment consultation forms.
• When you book an appointment we collect personal details such as your name, email and telephone. This
Information is used to identify you and contact you about the appointments and services you have booked.
• To provide a safe and effective treatment we also need to collect information such as your medical background
and lifestyle choices. This information is only used to make sure your treatment is as effective as possible and
to provide a knowledgeable and caring service.
Keeping Data Secure
All data kept on a computer is stored on a secure server and is password protected. Katie’s Therapies is registered with and adheres to the regulations of the Data Protection Register, ICO.org.uk. All paper documentation is kept in a secure, locked filing cabinet.
When you provide us with your personal information in the course booking an appointment, completing your treatment intake form, making a payment or contacting us about our services, you are giving your consent to us collecting that information and using it for that specific reason.
We will not use your personal information for any secondary reason, like marketing, unless we have asked you directly for consent to do so.
We take the security of your data seriously and have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by therapists carrying out treatments and any admin staff where it is necessary to process and file documentation and is on a need to know basis.
We will never pass on your information to any third party unless requested to do so by law, including where we may find someone is at risk of ill-treatment and abuse, and we are under obligation to do so.
How do I withdraw my consent?
For the purpose of legal protection we are required to hold the personal information you have given to us in the course of providing you with therapy services and the notes about those treatments for a minimum of seven years.
Seven years after your last treatment we will permanently delete all your personal information that we hold. If you withdraw your consent during the seven year retention period, we will archive your data until the seven year period expires. Whilst your information is archived, we will not access or process it in any way accept if needed for legal protection or if we are required to do so by law.
Should you wish to withdraw your consent at any time please email katie@katiestherapies.co.uk with your request.
How can I access, update or amend my personal information?
You have the right to review the personal information we store about you and your treatment sessions at any time. These will be sent to you in hard copy or be made ready for collection.
You also have the right to request we update or amend your data if it is incorrect.
To action any of these rights at any time please email katie@katiestherapies.co.uk with your request.
Disclosure
Uses Made Of The Information
We use information held about you in the following ways:
• To carry out our obligations arising from appointments you request from us;
• To store and share the Therapists Notes with any other therapist that may work for Katie’s Therapies in order to provide safe treatments.
• To store the Client Consultation Forms on behalf of the any other therapist as above.
• To notify you about changes to service that may affect you;
• To improve our services;
• To measure or understand the effectiveness of our advertising to you and others, and to deliver relevant advertising to you if you have agreed to this;
• To contact you and make suggestions and recommendations to you about Katie’s Therapies offered that may interest you by email, ‘phone, SMS text or mail with your agreement.
• To remind you of your appointments with your agreement;
• For administration and internal operations, including troubleshooting, data analysis, data security, testing, research, statistical and survey purposes;
Disclosure Of Your Information
We will share your information with the Independent Therapists to enable them to provide the Massage Treatments effectively and to effectively manage customer relations.
Data Retention
Your Rights
• To access, update, correct, erase, restrict use, object.
• Make a request in writing or by email to katie@katiestherapies.co.uk
• If you are unhappy with how data is held you may contact Information Commissioner’s Office at ICO.ORG.UK
• It is important that the data we hold is accurate and up-to-date, please advise us if your data changes.
• Any access request may be subject to a fee of £10 to meet our costs in providing you with the information that we hold about you.
What if you do not provide personal data?
• Failing to provide the data to us may mean that you are unable to access Katie’s Therapies treatments as we would consider this unsafe practice and we would not be adhering to our insurance obligations as therapists to safeguard our practices, ourselves and our clients.
Legitimate Interest
There are legitimate interests to keep client’s data.
• There are three elements to the legitimate interests basis. It helps to think of this as a three-part test.
- identify a legitimate interest;
- show that the processing is necessary to achieve it; and
- balance it against the individual’s interests, rights and freedoms.
• The processing must be necessary. If we can reasonably achieve the same result in another less intrusive way,
legitimate interests will not apply.
• We must balance our interests against the individual’s. If they would not reasonably expect the processing, or if
it would cause unjustified harm, their interests are likely to override our legitimate interests.
• Keeping a record of our legitimate interests assessment (LIA) to help demonstrate compliance if required.Checklists
☐ We have checked that legitimate interests is the most appropriate basis.
☐ We understand our responsibility to protect the individual’s interests.
☐ We have conducted a legitimate interests assessment (LIA) and kept a record of it, to ensure that we can justify
our decision.
☐ We have identified the relevant legitimate interests.
☐ We have checked that the processing is necessary and there is no less intrusive way to achieve the same result.
☐ We have done a balancing test, and are confident that the individual’s interests do not override those
legitimate interests.
☐ We only use individuals’ data in ways they would reasonably expect, unless we have a very good reason.
☐ We are not using people’s data in ways they would find intrusive or which could cause them harm, unless we
have a very good reason.
☐ If we process children’s data, we take extra care to make sure we protect their interests.
☐ We have considered safeguards to reduce the impact where possible.
☐ We have considered whether we can offer an opt out.
☐ If our LIA identifies a significant privacy impact, we have considered whether we also need to conduct a DPIA.
☐ We keep our LIA under review, and repeat it if circumstances change.
☐ We include information about our legitimate interests in our privacy information.
Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to katie@katiestherapies.co.uk, or Katie’s Therapies, 63d Bright’s Path, Maldon High Street CM9 5EP. Alternatively, you may call us 07976 365472