At the Frome Therapy Rooms Limited (FTR), we take your privacy seriously. This privacy policy sets out how we use and protect any information or personal data collected from you when using this website or hiring a room.

 

In this document, "we", "our", or "us" and “FTR” refer to the Frome Therapy Rooms.

Our policy complies with UK law, including that required by the EU General Data Protection Regulation (GDPR). This policy may be subject to change, so please check our website regularly for any changes.

 

How the law protects you

Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The basis for processing your personal data includes, but is not limited to, your consent, correspondence regarding a room hire agreement, to enable invoicing, and to contact you for clinic room purposes.

 

Why we collect personal data from you?

When you supply your personal details to us, they are stored and processed for four reasons (the bits in bold are the relevant terms used in the Data protection Act 2018, which includes the General Data Protection Regulation):

 

If you contact us with an enquiry, when there is no contractual relationship between us, such as asking us to provide you with more information about our services, you provide your consent to us to process your personal information. When you request information in this way, you implicitly give your consent.

 

When entering into a room hire agreement with us, this constitutes a contract. In order to process your room hire agreement, we need to collect personal information about you. This includes data to:

1. identify your professional qualifications, memberships and associations;

2. enable us to respond to your requests if you contact us with a query;

3. send invoices and process payments;

4. provide relevant information pertaining to your room hire agreement; 

5. inform you of service updates and price changes.

6. process data for record keeping and administration of our business.

 

You can, of course, refuse to provide the information, but if you were to do that, we would be unable to offer you a room hire agreement.

 

We have a “Legitimate Interest” in collecting your personal and professional information, because provision of such data is a pre-requisite of entering into a room hire agreement with us. Also, we are required by law, to sometimes process your information in order to comply with a statutory obligation.

​

We also think that it is important that we can contact you in order to update you on matters related to your room hire agreement with us. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.

 

We shall continue to process this information until the room hire agreement between us ends or is terminated by either party under the terms of the contract. You may withdraw your consent at any time by writing to us at the clinic or by e-mail to admin@frometherapyrooms.co.uk. If you do so, we shall not be able to provide our services further.

 

What type of data do we collect from you?

We collect your personal data when you enquire through our website. This will include your name, email address and telephone number provided by you. In doing so, you consent to using this information to contact you in order to answer your enquiry.

 

When joining the Frome Therapy Rooms, we may also collect from you your home/work address, website and copies of your qualification certificates, insurance certificate, and professional membership.

 

How long will we keep your data?

The Frome Therapy Rooms will retain personal data from enquiries for:

• such time as this is required in connection with the enquiry you have raised;

• a period of 1 years from the date of your enquiry.

 

We will retain your personal data regarding your room hire agreement for:

• such time as this is required in connection with the services we are supplying to you;

• a period of 1 years from the termination of your contract with us.

 

We may retain personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

​

Where we store your personal data:

Your personal data is stored:

on paper and our office computer in the case of correspondence, room hire agreements, professional documents and invoices etc. Computers are password-protected and backed up regularly.

​

Who has access to your data?

We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:

• The Frome Therapy Rooms Limited Business Owner and accountant. 

 

From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data. We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.

 

Accessing and updating your data

Practitioners are responsible for maintaining the accuracy of all their details which we hold. This includes, but not limited to: name, address, phone number, e-mail address. Also, practitioners are obliged to provide us with up to date copies of their professional memberships, associations, qualifications and professional/public indemnity insurances. Any changes can be notified by contacting the Frome Therapy Rooms directly or via email to admin@frometherapyrooms.co.uk

 

At any time you may request that we remove personally identifiable information that we hold about you. However, in restricting the use of your personal data it may prevent us from being able to provide our services to you as outlined above.

 

You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.

 

Website Analytics

To improve your experience on our site, we may use ‘cookies’. Cookies are an industry standard and most major web sites use them. A cookie is a small text file that our site may place on your computer as a tool to remember your preferences. You may refuse the use of cookies by selecting the appropriate settings on your browser, however, please note that if you do this you may not be able to use the full functionality of our website.

 

Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.

​

Data Breaches

In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.

 

Your right to make a complaint

We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.

Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. 

 

Here are the details you need for that:

 

Data Controller, Frome Therapy Rooms Limited, Fairfield House, 22 King Street, Frome BA11 1BH.

 

If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.