Terms & Conditions, GDPR, Cancellation Poliicy

This policy covers cancellations and postponements of appointments.

1. If a Client wishes to cancel an appointment with Nurture Reflexology, then 48 hours' notice is required otherwise a £10 fee will be charged.

2. If a Client wishes to rearrange an appointment, then again 48 hours' notice is required otherwise a £10 fee will be charged.

3. The £10 fee may be waived if the appointment is rearranged to be held within the next working week, subject to availability. For example, if the appointment for the Wednesday is rearranged to the following week (Monday - Saturday) then the payment will not be charged.

4. If a Client consistently cancels or rearranges appointments, then Nurture Reflexology reserves the right to request full payment in advance of the appointment.

5. If the Client does not show up to an appointment and there has been no communication with Nurture reflexology beforehand the client will be charged the full appointment charge.

6. The cancellation/postponement fee may be waived in the case that the client tests positive for Covid-19 at the time of the appointment or any other serious medical issue.

7. Nurture Reflexology reserves the right to cancel, modify or terminate an Appointment, if there are serious grounds for doing so, and will advise the Client accordingly.

8. Nurture Reflexology may cancel the Client's appointment if the therapist is unwell or tests positive for Covid-19, or any other member of their household is displaying symptoms or tests positive.

8. Payment

1. Ideally payment should be made in advance by bank transfer, although a card machine will be available at the appointment.
2. Payment for gift vouchers should be made at time of purchase.
3. If paying with cash please ensure you have the correct amount as change is not held on the premises.

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 9. Gift Vouchers

1. Gift vouchers are valid for at least 365 days.
2. Nurture Reflexology may extend the expiry in exceptional circumstances, for example if we enter another prolonged period of lockdown due to the Coronavirus pandemic (at least 3 months).
3. Change or credit for unused Vouchers or part unused Vouchers will not be given.
4. The voucher code must be entered into the booking system or quoted when the booking is made otherwise payment will be requested.

General Information 

1. Nurture reflexology is Nurture Reflexology of 3 Partridge Close, Bingham, Nottingham NG13 8QN

2. The "Client" is the person who has requested the treatment from Nurture Reflexology.

3. The "Treatment" will be the service that Nurture Reflexology offers to the Client.

4. The "Price" shall be the amount provided by Nurture Reflexology at the point of order. If the original order is subsequently amended, it will be the figure for the amended order.

5. These Terms and Conditions will represent the whole of the agreement for the provision of Treatments to the Client.

Disclosure

To Safely provide the Treatment to the Client will be required to attend a full consultation at the first treatment to supply certain information in writing before any treatment takes place. This information must be provided completely and accurately by the Client as it will be relied upon by Nurture Reflexology.

Medical Information and contraindications

1. It is essential that the Client makes full and accurate disclosure of any medical conditions, as the treatment is not suitable for those with certain conditions. Unless proper information is supplied by the Client, the proper advice and Treatments cannot be given or supplied to them.

2. If the Client has any concerns about their current state of health, they must consult their GP before booking any Appointment.

3. Nurture Reflexology will not provide Treatment to anyone with an infectious disease or skin condition, thrombosis, phlebitis, gangrene or an 

unstable heart condition.

4. The Client must fully disclose any allergies prior to arrival in order for Nurture Reflexology to ascertain if they can proceed safely.

5.Any serious conditions, such as cancer, must be disclosed before the day of the Appointment for the Treatment. This is to ensure that the therapist fully understands your condition and any limitations. 

6. Most Treatments can be adapted if prior notice is given before the Treatment commences.

7. If medical information is provided on the consultation forms, the Client provides their consent for the data to be retained by Nurture Reflexology as otherwise, no Treatment can be supplied, and Nurture Reflexology will have no liability to the Client. Such consent will initially be obtained when the Client signs the consultation form. 

Disabilities

If a Client has a disability or any care requirements, they must inform Nurture Reflexology at the time of booking and upon arrival for the Appointment. This is necessary to ensure that Nurture Reflexology can make any necessary adaptations to ensure the client can safely enjoy their Treatment as far as possible.

Responsibilities of Clients

1. Clients are advised not to consume alcohol prior to attending the Treatment.

2. Following any Treatment, the client should have a period of relaxation and drink water, as they may experience drowsiness, thirst and possible minor reactions to the treatment. A post treatment care sheet will be given after the Treatment has ended giving the Client further information on possible side effects of the treatment. 

5. The Client should inform the therapist if they are in an uncomfortable position, find the therapists pressure is unenjoyable or they are too hot or cold.  Unless the therapist is told, they will be unable to ensure the visit is as enjoyable as it should be.

6. The Client will have to complete a health questionnaire prior to the consultation.

7. The Client will inform Nurture Reflexology immediately of any change in the information previously supplied or changes in circumstances.

Procedure and Security

1. Clients must ensure they take all of their belongings with them when they leave the premises.

2. Clients are asked to keep to the allocated arrival and departure time given to them as Nurture Reflexology does not have a waiting area or reception. Consideration needs to be given for the treatment area to be made ready for the arrival of the next client. 

Confidentiality 

All details and any information supplied by the Client to Nurture Reflexology will be kept strictly confidential by them. Any information supplied to Nurture Reflexology will be used by them solely for providing the Treatment unless obligated to provide it by law, court order or any Governmental or Regulatory authority.

Applicable Law

These Terms and Conditions shall be governed by the laws of England.

This privacy policy explains what personal data is and how we use any personal data we collect about you when you are a customer of Nurture Reflexology. This is in relation to the 2018 General Data Protection Regulation (GDPR)

1. Information about Nurture Reflexology 

The business address is 

3 Partridge Close 

Bingham 

Nottingham 

NG13 8QN

2. What is personal data?

Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender and contact details.

Personal data may contain information that is known as 'sensitive' data. this may be information relating an individual's health, racial or ethical origin, political opinions, religious or philosophical belief's, trade union membership, genetic and biometric data, or data relating to sexual orientation. Data relating to criminal convictions and offences is also considered sensitive data.

3. What information does Nurture Reflexology collect about you?

Nurture Reflexology collects information about your when you first contact us to use our services whether by telephone, email social media or through our website at www.nurturereflexology.co.uk and upon your first visit for treatment or at an online/phone consultation.

Upon signing the consultation form at your first treatment or the online form you are agreeing that Nurture Reflexology will keep your details confidential and abide by GDPR guidelines.  You also agree that Nurture Reflexology can contact you by email or text message regarding your appointments and treatments with us.  Nurture reflexology may send occasional marketing messages about services and availability to clients who have opted into receiving these messages.

Personal data is collected such as:

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• Name
• Date of birth
• Address
• Email address
• Telephone number
• Occupation
• Health conditions including allergies, medication, history of injuries, operations, illnesses and other body treatments currently and previously received.
• Lifestyle information covering an overview of: exercise, diet, sleep and stress levels
• Information on current physical state for example aches / pains / tension

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If you object to the collection and use of your personal data we may be unable to provide you with our services.

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4. How will we use and store the information about you?

We collect information about you in order to better understand a client’s health and lifestyle to cater our treatments to the person’s individual needs as much as we possibly can. Importantly there is also a safety element knowing how to give treatment to the client. This is based on the health information a client provides and being aware of any serious conditions that may affect the treatment. In this way we can improve the service you receive on repeat visits.

Our website www.nurturereflexology.co.uk is simply a public informative platform for potential clients to find out about what we do. The information you supply on our online form has no public exposure and will be sent directly to our one and only business email address: cheryl.moody@nurturereflexology.co.uk which only I, Cheryl Moody, the therapist and owner of Nurture Reflexology, have secure password access to.

The information you provide on our online form will be securely stored in our business email account and once the client has attended their first session information their contact information will be stored electronically (which is password protected) and the client will be allocated a code.   The client’s code will be handwritten on the contraindication form and the consultation form. These forms will then be stored in a locked filing box.  

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If you choose to book an appointment through our online booking system please be aware that this is managed through a third party application Squarespace and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at https://help.acuityscheduling.com/hc/en-us/articles/219149587-Security-Privacy-Compliance If you book via the online booking system your contact information will be stored electronically (which is password protected) and the client will be allocated a code.   The client’s code will be handwritten on the contraindication form and the consultation form. These forms will then be stored in a locked filing box.  

The electronic record will contain identity information including name, address, email, telephone number, date of birth, marketing and contact preferences and treatment dates. The consultation forms contain the information specified above about the client's health and lifestyle and also written notes by me about the treatment.

After booking an appointment (with over 24 hours notice) we will send you a confirmation message by email. We will also send you a reminder text message the day before your scheduled appointment. We will then send you a courtesy message post treatment to check how you are and confirm the dates / times of the next booking. If you object to Nurture Reflexology sending you confirmation messages, it may be difficult for us to provide you with our services.

Nurture Reflexology will not share your information with other people or organisations. Only with your consent or suggestion will we consult with other medical professionals you are treated by (i.e. GP or other medical / complementary therapists) if you / we feel it would benefit the treatment you are receiving.

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Special circumstances due to Covid-19:

Due to the Covid-19 pandemic all clients will have an online consultation prior to their first visit. This will also apply to returning clients. Prior to this online consultation the client will have to complete a small number of online forms relating to their personal details (address and marketing preferences), a health questionnaire and a Covid-19 screening form. This information will be collected by Jotforms and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at https://www.jotform.com/gdpr-compliance/

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The only situation where your personal details may be given to a third party is if I am contacted by NHS Test and Trace or I, or another member of my household tests positive for Covid-19 and we are obliged to pass on your details.

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5. Marketing

We would like to occasionally send you updated information about our products and services. You would have consented to receive marketing messages by opting in on the consultation form completed at your first treatment or the online form sent to you prior to your online consultation, or by agreeing to marketing messages when booking an appointment or by signing up to our mailing list. Marketing massages are sent via email using Mailchimp and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at: https://mailchimp.com/legal/privacy/#3._Privacy_for_Contacts. You may opt out of receiving marketing messages at any time via Mailchimp. If you have any questions about marketing please contact Cheryl directly. 

6. Data retention

We will retain your personal data and continue to contact you for a period of three years after the date of your last treatment with us. You may opt out of this at any time. If you do not opt out and we do not treat you in three years we will automatically stop contacting you.

We will however keep your consultation history notes and personal data which will be securely stored. If you request for us to destroy your records we will obey. If you do not request for your information to be destroyed we will keep your documents and details for a further four years. If we do not hear from your after four years we will then safely and securely shred your information.

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7. Your rights

These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:

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• The right to be informed about the personal data being processed.
• The right of access to your personal data;
• The right to object to the processing of your personal data;
• The right to restrict the processing of your personal data;
• The right to rectification of your personal data;
• The right to erasure of your personal data; and
• The right to data portability (to receive an electronic copy of your personal data).

In rare instances we may need to retain your data for longer, for example if we are in or defending ourselves in a legal dispute as required by law or where evidence exists that future potential issues may occur.

8. Access to your information and correction

If you would like a copy of some, or all, of your personal information, please speak to Cheryl at Nurture Reflexology directly. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and / or excessive, we are entitled to charge a reasonable administration fee.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

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9. Changes to our privacy policy

We keep our privacy policy under regular review and will be updated as necessary. 

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10. How to contact us    

Please contact us if you have any questions about our privacy policy or information, we hold about you.

Email cheryl.moody@nurturereflexology.co.uk

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11. Complaints

If you are dissatisfied with any aspect of the way in which we process your personal data please contact us using the details above. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO).  Visit  www.ico.org.uk/concerns or call 0303 123 1113.

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