How we Store Your Information

Privacy Notice for Fuzions Aromatherapy

This Privacy Notice explains how Fuzions Aromatherapy collects, uses, stores, and protects your personal data.

1. Who We Are

Fuzions Aromatherapy is the data controller for your personal information. We provide online aromatherapy consultations and in-person home visits.

Contact Details:

2. The Types of Personal Data We Collect

We collect and process the following information:

  • Contact details: Name, address, email address, and phone number.

  • Consultation details: Notes from online video calls and home visits.

  • Financial data: Payment details and billing history.

  • Special category data: Health and medical information collected via mandatory intake forms.

3. How We Get Personal Data and Why We Have It

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You fill out a mandatory medical intake form prior to treatment.

  • You book an appointment or request a home visit.

  • You communicate with us via email, phone, or text.

Legal Bases for Processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  • Contractual Obligation: We need your contact and payment details to provide our services to you.

  • Legal Obligation: We must keep financial records for tax purposes.

  • Consent: For sending marketing communications (which you can opt out of at any time).

Processing Health Data (Special Category Data)

Because medical intake forms contain sensitive health data, we process this information under Article 9(2)(h)of the GDPR: processing is necessary for the provision of health or social care treatment.

4. How We Store Your Personal Data

Your privacy and security are paramount. We handle your data using strict security measures to ensure it remains 100% digital:

  • Form Transmissions: Mandatory medical intake forms are sent to and received from clients exclusively via Proton Mail to maintain end-to-end encryption.

  • Digital Storage: All finalized intake forms, consultation notes, and client files are stored on hardware-encrypted portable hard drives. These drives are secured and physically controlled at all times.

  • Temporary Paper Notes: Any handwritten notes taken during a consultation are used solely for processing purposes. Once they are transferred to our secure digital system, the paper notes are immediately and securely shredded.

  • Video Platform: Online video consultations are conducted entirely through Proton, ensuring your virtual consultations remain private.

  • Retention: We keep your digital medical and consultation records for 7 years after your last treatment to comply with professional insurance requirements. After this period, digital files are permanently and securely deleted from our encrypted drives.

5. Sharing Your Data

We keep your information strictly confidential. We will never sell your data. We only share your data with:

  • Professional insurers or legal advisors if strictly required.

  • Medical professionals, but only if you give explicit consent or in an emergency situation.

6. Your Data Protection Rights

Under data protection law, you have rights including:

  • Right of access: You can ask us for copies of your personal information.

  • Right to rectification: You can ask us to correct inaccurate information.

  • Right to erasure: You can ask us to erase your personal information in certain circumstances.

  • Right to restriction of processing: You can ask us to limit how we use your data.

  • Right to object: You can object to the processing of your personal data.

You do not have to pay a fee to exercise your rights. We have one month to respond to you.

7. How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us directly at Fuzionsaromatherapy@protonmail.com.

You can also complain to the ICO if you are unhappy with how we have used your data.

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

  • Helpline number: 0303 123 1113

  • ICO Website: ico.org.uk