Privacy Policy & Data Subject Rights

Identity and contact details

Our postal address is 12 Courtier Close, Dibden Purlieu, Southampton, SO45 5UJ. Our telephone number is 07884 252141. You can contact us by email using: [email protected].

Our designated supervisory authority under the Data Protection Act 2018 and UK GDPR is the Information Commissioner’s Office (ICO). We are based in the United Kingdom.

You can contact the individual in charge of Data Protection in our company using the details above.

What data we collect

Prospects

Chiyu Reiki and Natural Wellness captures information on prospective customers that are corporate employees. We use ‘Legitimate Interest’ to process this data. We have conducted the specification of the Legitimate Interest for this processing, and the necessity and balancing tests. We do not capture special category information on these individuals.

Chiyu Reiki and Natural Wellness may capture information on data subjects who are individuals and not corporate employees. We use the lawful reason of ‘Consent’ to process this data. We do not capture special category information on these individuals.

Customers

Chiyu Reiki and Natural Wellness captures information on customers that we are in the process of providing services for. We use ‘Contract’ to process this data. We do capture special category information on these individuals and we use a category of explicit consent for processing the special category data.

In some cases, we provide therapies for children, and where we capture data on a child, we gather consent from those with parental responsibility for the child. We do not use the data on the child for any other purpose apart from therapeutic reasons.

Staff

We process information on staff and potential staff so that we can manage their employment. We use ‘Contract’ to process this data. We can capture special category information on this data and use category (b) of Article 9(2) of the UK GDPR (“necessary for the purposes of carrying out the obligations … in the field of employment…”) as the condition for processing this data.

We process information on staff so that we can report and pay their taxes. We use ‘Legal Obligation’ to process this data.

Suppliers

Chiyu Reiki and Natural Wellness captures information on suppliers and prospective suppliers to Chiyu Reiki and Natural Wellness. We use ‘Legitimate Interest’ to process this data. We have conducted the specification of the Legitimate Interest for this processing, and the necessity and balancing tests. We do not capture special category information on these individuals.

Information collected through this website

  • Contact and booking enquiries – your name, email address, phone number, the service you are interested in and your message. We use this to reply to you. Lawful reason: consent, or steps you ask us to take before entering a contract.
  • Clients area – if you register, we keep your name, email address and a securely scrambled (hashed) password, plus your sign-in and approval status, so you can access private learning materials. Lawful reason: contract.
  • Shop – if you place an order we keep your name, delivery address, email address and order details to supply and deliver the goods and to keep accounting records. Lawful reason: contract and legal obligation.
  • Newsletter and updates – only if you ask for them. You can unsubscribe at any time. Lawful reason: consent.
  • Free Spiritual Veil Calendar – if you ask for it, we keep your name, email address, where in the world you are, any social media links and business website you choose to give, and the date you agreed. We use these to send your copy and to confirm your email address; if you ticked the optional box we may also tell you about workshops, fayres and news. You can ask us to delete your details at any time. Lawful reason: consent.
  • Visit statistics – only if you click ‘Accept’ on the cookie notice, we use Google Analytics to count visits and see which pages are popular. We also keep a simple count of clicks on outgoing links to partner and shop pages, which does not identify you.

Other information on what we do with data

Storage

The data subjects that we work with can provide us with data relevant to their therapies. We store and process data for which we act as Data Controller in receptacles that include secure, lockable filing cabinets on our premises, or secure systems based in the ‘cloud’, including our web hosting provider. We sign data processor agreements with these organisations. Some of the cloud organisations host their data outside of the UK, and where they do, the transfer is protected by the UK’s adequacy regulations, the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses, or an equivalent approved safeguard.

Sharing

We do not provide information for which we act as Data Controller to any third parties, except to those which Chiyu Reiki and Natural Wellness uses as data processors. We require all data processors to have signed data processing agreements with us. Providers of cloud systems have these agreements embedded in their standard terms and conditions.

Where we use shared premises for conducting our therapy sessions, we share information that allows us to book sessions with the organisation which manages the premises. This can include the name of the customer. The information is only used in relation to the booking of the room needed to carry out the sessions and is not used for any other purpose.

Retention and deletion

We delete the data relating to the data subjects being assessed in the course of Chiyu Reiki and Natural Wellness’s therapy activities 7 years after the end of the last sessions with a customer.

We delete data relating to financial payments after 6 years, as we are required to retain information for HMRC.

Records will be removed from our sales and marketing system, email marketing system, and email and file storage systems after 5 years if there has been no engagement with a contact.

All records are disposed of securely when deleted.

How we look after data

We take reasonable technical and procedural precautions to prevent the loss, misuse or unauthorised alteration of personal data.

We store the personal data that we collect securely.

We do not publish the details of the safeguards we use to protect the personal data that we control as this could reduce the effectiveness of those safeguards.

Cookies

Cookies are text files placed on your computer to collect information about which pages you visit, and how long for. This information is used to track use of the website and to compile statistical reports on website activity.

When you visit our website you will be presented with a choice which will allow you to decide whether cookies are used or not. In a few cases some of our website features may not function if you choose not to allow cookies on our website.

Essential cookies (for example to keep you signed in to the Clients area or to remember your basket) are always used because the site cannot work without them. Analytics cookies are only used if you accept. You can change your choice at any time: .

Other websites

Our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policies.

Your rights

Chiyu Reiki and Natural Wellness recognises the rights of data subjects as defined in the UK General Data Protection Regulation (UK GDPR).

We will always seek to uphold those rights and the links provided will enable you to communicate with us to exercise those rights, where relevant.

Your right to be informed (this page and further information in communications we might send to you).

Click on the following links to send us an email so that you can exercise your rights.

Chiyu Reiki and Natural Wellness recognises your right to lodge a complaint with a supervisory authority. You can access the ICO’s website from this link.