Your personal information - General Data Protection Regulation (GDPR)
Sarvanga Yoga Purpose for Collecting and Processing Client Data
We will only process your personal data when the law allows us to and for the purposes set out in this Policy. The lawful bases upon which we will process your personal data are:
when you give your consent;
when necessary for the performance of a service contract we have entered into or are entering into with you;
when necessary to comply with a legal or regulatory obligation
for our legitimate interests provided that your interests and fundamental rights and freedoms do not override those interests.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the service contract we have or are trying to enter into with you (for example, to provide you with goods or services).
We may also use your personal data to meet our legal obligations, to deal with any complaints and for the enforcement of our terms and conditions.
Your Customer Record may include personal information, visit information and financial data:
Your contact and personal details which you have provided which may include: address, email address, contact number, date of birth, age, gender, website log in data, stored payment details if you have opted for this to be stored
Medial history and other health and lifestyle related information gathered during consultations or provided upon booking
Treatment / student learning plan details, ongoing treatment / learning plans and related notes
Treatment / student Disclaimer Forms
This information is only used for our own operational purposes and as necessary for providing goods or services requests by you. If you provide an email address you will be asked whether you would like to opt in to marketing communications from Sarvanga Yoga. Your information is never shared with third parties unless we are legally obliged or have your explicitly informed consent to do so.
Finally we may record notes regarding a conversation with you if this is relevant to your treatment or learning with us.
Health and Safety Record
If you are involved in a health and safety incident we will record this information on a Health and Safety Record Form and on a spreadsheet. We are required to do so in order to comply with our legal obligations. This information may include sensitive personal data.
This information is accessible only by the Sarvanga Yoga & Holistics Team. In the event of a serious incident the information will be shared with our insurers and may also be shared with our legal advisors and other professional advisors. The information recorded will be kept for three years after the date of the incident or if the incident involves a child for three years after the child turns 18 years old.
Information will be stored for 8 years following your last visit, treatment or consultation with us, or for children aged 12 years or younger, until the child has turned 25 years of age.
Data Security & Disclosure
We are committed to securing your personal data and to prevent unauthorised access or disclosure we have put in to place appropriate measures and procedures to safeguard your information.
We take reasonable steps to ensure that any third parties hosting our website and our other services have adequate security measures in place to protect personal data.
We will not sell your personal data and generally do not give your personal data to third parties but there are some exceptions. We may share your personal data in the following ways (as appropriate):
in order to provide any services requested by you which may involve us sharing your personal data with our partners, suppliers or third parties we do business with;
with any actual or prospective seller or buyer of our business and/or any assets. Information held by us about our customers and any users will be one of the transferred assets;
in order to comply with any legal obligation or as otherwise permitted by law;
for debt collection purposes;
for security purposes or to protect our rights or those of a third party;
in the conduct or defence of legal claims or in order to enforce our terms and conditions;
for the purposes of the prevention or detection of offences, and/or the apprehension or prosecution of offenders, we may share any personal data that we collect with the Police, other public or private sector agencies, governmental or representative bodies in accordance with the relevant legislation. This will include public authorities, insurance companies, finance companies and/or other agencies.
Your Legal Rights
Under data protection laws you have the following rights in respect of your personal data:
to request information regarding the personal data that we hold about you and the source(s) of that information. You can request a copy of any personal data we hold about you. This service is usually free of charge, although we have the right to charge a ‘reasonable fee’ in some circumstances;
to request that we rectify any inaccuracies in relation to the personal data we hold;
in some circumstances, to request the erasure of your personal data or object to the processing of your data;
to object to any direct marketing;
in some circumstances, to request that your personal data be transferred to you or a new provider if the data is processed automatically;
to withdraw consent to us processing your personal data. This will not affect the processing already carried out with your consent;
to lodge a complaint with the Information Commissioner’s Office. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance
If you wish to exercise any of the rights set out above, please contact us.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to a person who does not have the right to receive it.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Sarvanga Yoga Legal Rights
if you do not agree to Sarvanga Yoga keeping records of information about you and your services/treatments, or if you don’t allow them to use the information in the way they need to for services/treatments, then we may not be able to fulfil a service/treatment/contract with you.
We have a legal obligation to keep your records of treatment or booking 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
Sarvanga Yoga can move records between computers and IT systems, as long as your details are protected from unauthorised access.