CLIENT DATA & GDPR
Under the General Data Protection Regulations, (GDPR) I, Rose Newbold of Beckenham Yoga, am required by law to inform you about how I process and keep safe the data I hold that pertains to you.
If you are a current student of Beckenham Yoga, or are about to become a student, here’s what you need to know:
WHAT DATA IS HELD ABOUT YOU IF YOU DECIDE TO BECOME A STUDENT?
I keep certain data so that I can work safely and professionally with you.
The data I hold may include:
Your name and address
Your phone number and email address
An emergency contact’s name and phone number
Relevant medical information
Payment information
My emails to you, and yours to me
Invoices
You have the right to know what data I hold, why I hold it, and for how long I hold it.
You also have the right to view it, and to ask for changes to be made.
When sensitive data is to be destroyed, it is shredded. If I discover there has been a data breach of your personal information that could put you at risk, I will undertake to tell you as soon as possible.
HOW, WHY, AND FOR HOW LONG IS YOUR DATA HELD?
To try and make things as clear as I can, I’ve divided this into seven sections. You’ll need to consider each section individually.
1. YOUR NAME AND ADDRESS
How I keep this data
I keep your name and address in electronic form in a secure database, and if in paper form in a locked filing cabinet.
Why I keep this data
This is required by my professional liability insurer and by my professional organisations (BKS Iyengar Yoga).
How long I keep this data
My professional liability insurer advises that I keep this data for seven years. After that time it is destroyed.
Who sees the data
Myself.
2. YOUR PHONE NUMBER AND EMAIL ADDRESS
How I keep this data
I keep your phone number in my mobile phone. My phone is locked with a passcode when I am not using it. Your email address is held in my email software, which is encrypted. Neither my computer nor my phone are shared with anyone else, unless it is required by a technician for maintenance.
I may also keep your phone number and email address in paper form in a locked filing cabinet.
Why I keep this data
This is needed in case I have to contact you (for example for rescheduling sessions or sending an invoice).
I also keep your email address in case we need to be in contact regarding changes to sessions or to advise of new information.
How long I keep this data
I will remove this data when you are no longer a student of mine, unless you tell me that you would like me to retain it in case we work together again in the future.
Who sees the data
Only myself.
3. EMERGENCY CONTACT’S NAME AND PHONE NUMBER
How I keep this data
I keep this data in paper form in a locked filing cabinet along with your name and contact details.
Why I keep this data
In the event that there is an emergency during one of our classes, and I become concerned for your welfare. You and I may agree together on some other reason that I might contact this person, based on your best welfare.
How long I keep this data
When we finish working together, I will delete this data.
Who sees the data
Only myself.
4. RELEVANT MEDICAL INFORMATION
How I keep this data
I keep this data in paper form along with your name and contact details in case of emergency.
Why I keep this data
It may be relevant to share certain medical information when:
(a) Your health history, diagnoses etc may inform my lesson plan to make it more appropriate for you
(b) There is any risk that health conditions such as seizures, diabetes, etc may impact a session
(c) Your medications may affect our work
(d) You have any allergies that I should be aware of in order to keep you safe
How long I keep this data
When we finish working together, I will delete this data.
Who sees the data
Only myself.
5. PAYMENT INFORMATION
How I keep this data
I make a note of payments you have made in paper form kept in a book for my business accounts. they are coded rather than named.
Why I keep this data
As a small business owner, I am required by law to retain certain financial information, primarily for tax purposes.
How long I keep this data
I keep financial information for 7 years as advised by HMRC.
Who sees the data
Banking transactions may be viewed by employees of the bank, my accountant and tax officers (HMRC).
When payment is made via BACS, your account name or reference (or the name of the person who is paying) may show up on my online bank statements.
6. YOUR EMAILS AND TEXTS
How I keep this data
I may delete emails after I have noted the contents (for example, emails around scheduling). Any emails that I consider it necessary to keep are retained in my email account, which is encrypted.
Why I keep this data
I may keep emails if I consider it necessary to plan classes appropriately.
How long I keep this data
I will delete emails when our work ends, unless they form session notes (in which case, see above).
Who sees the data
Only myself.
7. INVOICES
How I keep this data
If you require an invoice I create invoices on my laptop using a Microsoft software package. Invoices are kept as password protected documents on my computer.
Why I keep this data
I use the invoice to create the next one (in the case of ongoing work) so that I can revise and update it with new information.
How long I keep this data
Once payment has been made, and any further invoice has been created, I delete the invoice.
Who sees the data
Only myself.