Healthy Patterns Club (Apolonia Wieland) Life Coaching based in Glasgow, Scotland & worldwide online.
Healthy Patterns Club and therefore I, understand the uncertainty of these online times and take your privacy and security very seriously. To be read, understood and agreed upon are the following ways I can provide this for you from my side.
The European Union’s General Data Protection Regulation (GDPR) came into effect on 25th May 2018. This policy explains your rights in respect of my Counselling and Life Coaching services.
Gaining your consent:
When you contact me or avail of my life coaching service, I will tell you how your information will be used and the circumstances when it may be necessary to share this information with other services.
If you do not want me to share your information, you should let me know, however, there may still be exceptional circumstances in which I would have to share information with an appropriate third party, due to legal or ethical requirements. These exceptional circumstances are:
If I have grounds to think that you may cause serious harm to yourself or to others.
If a Court instructs me to disclose information.
If you disclose any criminal activity or knowledge of criminal activity.
If I have grounds to think that a child or a vulnerable adult may be at risk of harm.
Information that I may record:
Personal Information:
First name and surname/family name
Residential address
Telephone numbers
Email
Age/date of birth
Third Party Information:
Name of your Doctor (GP) or other medical practitioners.
Name, address, and telephone numbers of your GP Surgery.
Names and addresses of other appropriate third parties in relation to safeguarding requirements.
Names and addresses of other counselling/mental health support services you have previously attended or are referred on to.
Information that I do not record:
Sensitive Personal Information:
Gender, ethnicity, and marital status
Religious or other cultural beliefs
Mental health conditions
Physical health conditions
Sexuality and sexual orientation
Offences (including alleged offences)
Financial information
Employment status
My reasons for collecting and processing your data:
I collect and process your personal information so that I may be able to provide and manage my Life Coaching services.
The Legal basis for processing your information is a combination of contract and legitimate interest.
How I record and store your data:
I record information both electronically and manually. A client reference number will be used on your life coaching notes file which will be filed in a separate locked filing cabinet to that which holds your identifiable information. The filing system is securely stored. Information on electronic devices is password or encryption protected.
Please remember that, while I use commercially acceptable means to protect your data, no method of transmission over the internet, or electronic storage, is guaranteed to be 100% secure.
Online and telephone coaching services
I use third party services for online and telephone counselling & life coaching. Lebara is my mobile telephone provider. Apple FaceTime and zoom.us may be used for my online meetings. Any data required to connect with these services would be governed by the privacy policies of EE, Microsoft, and zoom.us.
Communication:
I use Apple mail for my work correspondence and Koalender for booking sessions. My laptop and phone are locked and both protected by passwords. To optimise privacy and security, while corresponding with me during our sessions, I would advise you to to also keep your devices locked and passwords up to date.
Any data provided in the use of these would be governed by the privacy policies of Apple and Koalender.
How long I will keep your data:
I will keep your personal information no longer than necessary for the purpose it was originally collected. Personal data is held up to seven years unless a longer time-frame is required for legal reasons, or to respond to questions/complaints in respect of the service(s) I have provided.
I will keep email messages (sent directly or via healthypatterns.club) , texts, and voicemail messages only as required. If there is no further contact within seven days after an initial enquiry, your message will be deleted.
Manually held information will be shredded when the required retention period has ended.
Payments:
I use a third-party service for payment processing when paid by electronic bank transfer or PayPal. Wise Transfer and PayPal UK are the payment processor I use, and your personal information would be governed by their privacy policy.
You can let me know if you think that my collection or use of your information is unfair, misleading, or inappropriate by contacting me at contact@healthypatterns.club
If you want to make a complaint about the way I have processed your personal information, you can contact the ICO as the statutory body which oversees data protection law - https://ico.org.uk
Your rights:
You can request a copy of your personal information, in writing to contact@healthypatterns.club and once I have received your request I will respond within 30 days, free of charge.
You can request the correction of any information held about you that you believe to be inaccurate. If I have grounds not to make the correction, your request and viewpoint will be recorded.
You can request that I erase the personal information I hold on you. On receiving a request to erase personal information, I will confirm with you that your personal information has been erased or will explain the reasons why I cannot comply with the request.
You have the right to make a complaint. In the case where I receive a complaint against me, the information I hold about you may need to be made available to the relevant professional bodies.
NB: Proof of identity would be required in relation to the above requests.
For more information about your rights, please visit the Information Commissioner’s Office (ICO) website: https://ico.org.uk
Changes to this policy:
I will need to update my Privacy Notice as, and when required.
Updated 26 November 2022