Revised September 2020 in line with Covid 19 requirements.
The following document details how Spiritual Butterfly collects, uses and stores your information. Spiritual Butterfly is the trading name for Dawn Russell, providing spiritual and holistic services.
What information do I collect?
Spiritual Butterfly uses personal contact information (name, email, phone numbers, home address, skype id, other social media contact information) to book your appointments.
If you have a Reiki treatment, massage, drum healing session or attend one of my workshops, I require you to complete a health and well being survey. This helps me to ascertain if a certain treatment is suitable for you. Notes are made (on the form) by myself during or following a client session to enable me to monitor the effect or progress of treatments or to record your comments.
In the event of a child or young person under 18 requiring a treatment, a parental or legal guardian consent form are required.
Both of these forms are normally completed on paper. On occasion they maybe emailed back to myself and printed. Electronic forms are stored on separate hard drive which is locked away in a secure location.
I also use payment information such as credit or debit card details when you book or pay for services. These are never retained by Spiritual Butterfly in any way.
In line with Covid 19 track and trace requirements, your telephone and email address are stored in the normal way as described above, on my secure online booking system. These maybe shared with the relevant authorities in the event of you or another of my clients testing positive with Covid 19 as required by the government Track Test and Trace programme.
As part of Covid 19, I now also ask clients to sign a disclaimer paper document which includes your home address. This is stored in locked drawer in my home and is not shared with anyone else.
How Do I collect your information
When you book an appointment with me, either online via my website or Timely booking system, or email or phone, I will retain your contact details in order to ensure effective communication regarding your appointment.
It is necessary for me to collect medical, health and well being information in relevant to a treatment or workshop.
I also collect email address and other contact information at Mind Body and Spirit events to add to my mailing list if you express an interest and give your consent to being contacted.
As described above, your contact details given at the time of booking online (or via myself if I am completing the booking online for you)
How Do I use this information
Personal contact data is retained and used sometimes to keep you informed about events, workshops or special offers that maybe of interest to you. By asking for my services or enquiring electronically, you are expressing an interest in the services I offer and giving consent for me to contact you. Email data is collated and transferred to Mail chimp. You have the option at the time of booking online to subscribe to my data base to receive updates and offers. You are welcome to unsubscribe at any time by using the button at the bottom of the email.
Medical and well being data is used to ensure you receive an effective and safe treatment.
How Do I store and protect this information
Electronic contact data is currently stored via the Timely booking system. Even if you do not book via timely, (for example on the phone or email), I will add your details to booking system to allow me to manage your booking and my time effectively.
Other electronic data is stored on my pc, on an external hard drive which is locked in a drawer.
Mailing lists (email) are stored on Timely, Mailchimp and previously Google. There maybe contact information from yourself stored in my google emails. These are all password protected.
If we communicate via Facebook Messenger, WhatsApp and you provide contact details, the information will be stored by them.
Paper documents (health surveys and consent forms) are stored in a locked cabinet in my home.
Other forms with contact information such as telephone number / email address are saved electronically on the external hard drive.
Do I share your information?
The only occasions when I may need to share information would be in the case of an insurance claim or the event of needing to comply with the law (ie child protection for example).
I never sell or share your information unless in the situations described above.
Updated 2020: In line with Government Track and Trace programme, I may be required to share your contact information with the necessary authority to help prevent the spread of Covid 19. In the event that this happens this will be done in a secure way using pass word protected files.
How Can you opt out, change or review the information I hold about you
On each email you receive via mailchimp, there is an unsubscribe button at the bottom of the email. Please unsubscribe if you no longer wish to receive these emails.
It is necessary for me to retain health and well-being surveys for up to 7 years according to current data protection law and following consolation with my insurers.
If you would like to know or review the information I hold about you, please contact me via email at firstname.lastname@example.org I will require this in writing with proof of ID. Please use this email address to update me with new contact details in the event of this changing.
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