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We help people reduce Stress, Anxiety, Worry and Improve Emotional Wellbeing, so they can find peace at work, at home and in life.
We help people reduce Stress, Anxiety, Worry and Improve Emotional Wellbeing, so they can find peace at work, at home and in life.

CHECK OUR PRIVACY POLICY

Mind And Flex Clinic privacy policy.

MIND AND FLEX CLINIC PRIVACY POLICY

Privacy Policy 

This privacy policy sets out how Mind and Flex Clinic uses and protects any information that you give to our company. 

Mind and Flex Clinic is committed to ensuring that your privacy is protected. Should we ask you to provide certain information, then you can be assured that it will only be used in accordance with this privacy statement. 

Mind and Flex Clinic may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 18th June 2018. 

What we collect: 

Details you provide: We may collect the following information from you via our website or when you correspond with us via phone, email or face to face in order to make your massage booking. 

Name, date of birth

Contact information including email address, postal address and phone number

Health and any other information which may be relevant to your treatment

Details we collect about you from our consultation form: Prior to your first treatment you will be asked to complete a client consultation form in which you will be asked for details of any medical conditions, preferred treatment outcome, contact details and environmental factors. This is to ensure that we provide you with an appropriate treatment. We will securely store this information. 

Therapists’ (Coach) notes – therapists (Coach) will make notes during the therapy treatment. These notes will record information that you give the therapist (Coach) and the therapist’s (Coach) observations. We are legally required to store these notes.

What we do with the information we gather: 

We require this information to understand your needs and to provide you with an appropriate treatment and best possible service, and in particular for the following reasons: 

For internal treatment record keeping and administrative operations.

To confirm or remind you of your scheduled appointment.

To notify you about any changes to your scheduled service.

To inform you of a preferred appointment time if you had expressed a desire to be on a particular waiting list.

To improve our products and services.

To contact you with post treatment aftercare advice and exercises appropriate to your condition or to follow up with how you responded to a particular treatment. We may contact you by email, phone, or mail.

To provide you with any invoice, billing or receipt requests.

Security 

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online, through the consultation process or in person. 

Disclosure of your information 

Your information and treatment notes will be shared with Sebastian Urbanik and/or Paulina Brodowska-Urbanik, your therapist who carry out treatments. 

We will only disclose your personal information to third parties in the following circumstances: 

To law enforcement agencies and regulators in connection with their investigations.

To protect the rights, property or safety of Mind and Flex Clinic.

For fraud protection.

If required to obey a duty to disclose in order to comply with a legal obligation.

In the event of a business takeover or merger with a third party.

Where we store your personal DATA 

Hardcopy treatment notes and consultation sheets are stored in the clinic in locked filling cabinet. 

From the 01/06/2018 all treatment notes (SOAP Notes) and consultation sheets are stored online with company called, Intakeq, which is GDPR ready, please refer to their Privacy Policy: https://intakeq.com/privacy 

The data that we collect from you will also be transferred to a password protected client management software, accessible only to authorised staff. We will take all necessary steps to ensure that all information stored on this software is treated securely and in accordance with our privacy policy. 

Cookies 

Recent EU legislation means that we have to advise you that you have to accept cookies from this site in order to use it. This warning is to advise you that this site uses cookies to store information about how you use this site solely to make the use of the site easier. No information is collected, no information is stored and no information is sold to third parties. 

To learn more about cookies and how to manage them, visit AboutCookies.org, or please read on to find out more about how we use cookies. 

Google Analytics 

Google Analytics is in use to collect information about how visitors use this site. This provides us with important information that can enable the site to work better. We do not link this information to your name or address. 

The following cookies are used by Google Analytics: 

Name    Typical Content Expiration Time

_ga     Randomly generated ID 2 years

_gid       Randomly generated ID 1 Day

_gat_gtag  Randomly generated ID When you close your web browser

NID        Randomly generated ID 6 months

PYPF      Randomly generated ID 30 Days

_unam         Randomly generated ID 6 Months

For more information on the cookies set by Google Analytics please go to: 

http://code.google.com/apis/analytics/docs/concepts/gaConceptsCookies.html 

Google has also created their own opt-out plugin which you can get from: http://tools.google.com/dlpage/gaoptout 

Website: How we use cookies 

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. 

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. 

Essential Cookies in use on this website 

1. e.g. 14a065af82ab2895e20c87d42f298260 – This is a session cookie, which is a randomly set of generated numbers and letters. It is used to identify user sessions between page loads. This helps ensure that a web page does not ask for the same information many times. This cookie also ensure that our contact forms CAPTCHA Validation will function. These cookies have no information to identify the person accessing the site and they are destroyed each time you close your browser. 

For more information about cookies and their uses visit Our Cookies Policy page. 

For information regarding the updated law on cookies visit the ICO. 

Links to other websites 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the

website in question. 

Controlling your personal information 

Before GDPR legislation was made law in May 2018 we operated an opt-out tick box to our direct marketing. However, before the May 2018 deadline we changed to an opt-in box on our initial consultation sheet to indicate that you choose to receive direct marketing. We have also requested that recipients of our direct marketing up to May 2018 choose to opt-in for any future newsletter or direct marketing.   

You may choose to restrict the collection or use of your personal information in the following ways: 

Choose not to opt-in or tick the direct marketing indication box when you are asked to fill in a consultation form on your initial visit.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us or by using the unsubscribe button.

Mind and Flex Clinic will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. 

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee may be payable if the request is not healthcare related. If you would like a copy of the information held by us please write to our clinic email address. 

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at our clinic or email address. We will promptly correct any information found to be incorrect.