Policies

Terms and Conditions

Treatments will only be conducted if Jan Johnson Reflexology (JJR) deems it is safe for the Client to receive.
JJR may require permission from the Client’s GP/Consultant before treatment can be provided.
A full consultation will be taken from the Client before treatment is given.
All sessions will last for the specified time.
JJR has the right to terminate the session in the event of inappropriate behaviour displayed by the Client.
Payment will be collected at the time of the appointment. If the Therapist is unable to collect payment, an invoice will be sent to the Client’s address (or emailed).
Invoices for outstanding payment must be paid within 7 days of issue.
By signing the consultation form, Clients give permission to JJR to hold information and data about them. Please see Privacy Policy for more details.
By signing the consultation form, Clients consent to abide by the terms of the Cancellation Policy.
Young clients under 16 and vulnerable adults:
- Must be accompanied by an adult (parent or legal guardian).
- The parent or legal guardian must give permission by signing the consent form.
- The parent or legal guardian must be present in the room throughout the session.
Gift vouchers are valid for 6 months from the date of issue and will not be accepted as payment or part payment after the expiry date shown on the voucher. Transference of a gift voucher is acceptable but the original expiry date is still valid. Gift vouchers are non-refundable.
Code of Practice and Ethics – As a member of the Association of Reflexologists (AoR), JJR abides by their Code of Practice and Ethics.

AoR Code of Practice and Ethics

Terms & Conditions

Cancellation Policy

Missed appointments and late cancellations affect my business and other clients. To give me time to fill a vacant appointment, I request that you provide as much notice as possible if you wish to cancel your booking. I aim to be as flexible as possible and I appreciate that things sometimes happen beyond our control. Cancellation fees may be waived at my discretion following a discussion about your circumstances.

To cancel an appointment please call 07940 543636.

Charges for cancelled/missed appointments

Less than 24 hours’ notice of a cancellation will incur the full session charge as it will be impossible to fill the appointment and therefore affect my income.
Missed appointments will be charged at the full price of the session.
Arriving late for your appointment. You will be charged for the full session price. Please note that the appointment will be shortened to end at the scheduled time.

Jan Johnson Reflexology reserves the right to:

Cancel a session by giving 24 hours’ notice.
Cancel a session without notice in the case of illness or the room being unsuitable for use.
Cancel a session without notice if the client is intoxicated or suffering from a contagious illness.

Cancellation Policy

Privacy Policy

The purpose of processing client data

In order to give professional reflexology treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing reflexology treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I take basic contact details and information via my website to allow me to contact you and handle bookings.

Lawful basis for holding and using client Information

The lawful basis under which I hold and use your information is in my legitimate interests:

My requirement to retain the information in order to provide you with the most appropriate treatment options
my requirement to hold your information for the following legal reasons
- ‘claims occurring’ insurance
- law regarding children’s records
- to retain records in accordance with Membership body requirements
your consent

As I hold special category data (i.e. health related information), the Additional Condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the Association of Reflexologists (AoR) Confidentiality as defined in the AoR Code of Practice and Ethics.

What information is held and what is done with it

In order to give professional reflexology treatments, I will need to ask for and keep information about your health.

I will only use this for informing reflexology treatments and any advice I give as a result of your treatment.

The information to be held is:

Your contact details
Medical history and other health-related information (which I will take from you at first consultation)
Treatment details and related notes (which I will take after each consultation)

I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary, and getting your explicit consent.

How long is your information held?

I will keep your information for the following periods:

‘claims occurring’ insurance: 7 years after last treatment
law regarding children’s records: kept until the child is 25 or if 17 when treated, then 26
Membership and Regulatory body requirements to retain information for 8 years

Protecting your personal data

I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information I collect from you.

I will contact you using the contact preferences you give me in relation to:

Appointment times
Reflexology information or information related to your health
Special offers and promotions (you may unsubscribe from this at any time)

YOUR RIGHTS

GDPR gives you the following rights:

The right to be informed: To know how your information will be held and used (this notice).
The right of access: To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
The right to rectification: To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
The right to erasure (also called “the right to be forgotten”): For you to request your therapist to erase any information they hold about you.
The right to restrict processing of personal data: You have the right to request limits on how your therapist uses your personal information.
The right to data portability: Under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
The right to object: To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
Rights in relation to automated decision-making and profiling.
The right to lodge a complaint with the Information Commissioner’s Office:
To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.

Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

If you wish to exercise any of these rights, please use the contact details given above.

If you are dissatisfied with the response you can complain to the Information Commissioner's Office; their contact details are at: www.ico.org.uk

PRACTITIONER’S RIGHTS

Please note:

Your practitioner has to keep your records of treatment 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.
Your practitioner can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.