Cancellations Policy
Please provide at least 24 hours’ notice if you need to cancel or reschedule your appointment.
Late cancellations or no-shows may result in a fee.
I understand emergencies can happen, so please communicate any unforeseen circumstances as soon as possible.
Multiple cancellations will result in future bookings requiring payment upfront.
Thank you for your understanding.
Payment
Payment is required at least 24 hours ahead of your booking to secure your appointment.
For new clients, a 50% deposit at time of booking is required on first time appointments.
New Male Client Referral Procedure
RFXLGLY+ is active in advocating that all genders get therapeutic treatments. For this reason, there are TWO ways to receive a treatment from RFXLGLY+ as a new male client.
By Client Referral
A current or previous client of RFXLGLY+ has suggested the service to you, or bought a gift voucher for you.
What you need to do:
When you arrange a booking with RFXLGLY+, you must give the full name of the person who has referred the service or provided the gift voucher to you.
What RFXLGLY+ needs to do:
For referrals RFXLGLY+ may verify this with the person your name as your referrer. Following a successful referral, you will have a consultation as standard regarding your treatment, health and needs, which may take place over the phone, in person or online.
By Professional Referral
You are unknown to RFXLGLY+ and you do not have a previous or current client referral. You will still be able to receive massage treatments upon providing the details of a previous therapist* (with their permission) to RFXLGLY+.
What you need to do:
When you wish to arrange a massage booking with RFXLGLY+, you must give the full name, contact details and profession of the person who you would like to be your professional referrer.
What RFXLGLY+ needs to do:
RFXLGLY+ will then contact your professional referrer. Following a successful referral, you will have a consultation as standard regarding your treatment, health and needs, which may take place over the phone, in person or online.
*Accepted Professional Referrers
Massage therapist (including sports massage, aromatherapy massage, Thai massage, Indian head massage etc.)
Chiropractor
Osteopath
Reiki practitioner
Acupuncture therapist
Physiotherapist
Reflexologist
Alexander technique therapist
Craniosacral therapist
Bowen technique therapist
Emotional freedom technique therapist
Occupational therapist
Nursing professional
General practitioner
Energy healing professional
Rationale
RFXLGLY+ has the referral systems in place for new male clients due to the importance of improving safety when lone working. Some treatments are sometimes misconstrued due to its close contact nature and the referral systems allow practitioners to remain safe whilst providing the upmost professional service.
RFXLGLY+ aims to uphold gender equality and welcome clients of all genders. The aim is not to disadvantage males from seeking treatment they so very need. However, there is no UK law that implements who therapists must work with and the above measures aim to keep therapists, and clients alike, safe in a trusted environment to promote relaxation and healing. RFXLGLY+ maintains that all individuals of all genders have a right to treatment and wellbeing.
Should you have any questions, comments or feedback on the referral process, please feel free to send a message to rachel@rfxlgly.co.uk
I endeavour to respond to all e-mails within 3 working days.
Privacy Policy
The Purpose of processing Client Data
In order to give professional holistic treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing your treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you.
I also take basic contact details and information to allow me to contact you and handle or change bookings. I may receive contact information from you via phone, email or via my website.
Lawful Basis for holding and using Client Information
The lawful basis under which I hold and use your information is:
a) my legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options and advice
As I hold special category data (i.e. health related information), the Additional Condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner
What information I hold and what I do with it
In order to give professional holistic treatments, I will need to ask for and keep information about your health. I will only use this for informing treatments and any advice I give as a result of your treatment. The information to be held is:
· Your contact details
· Medical history and other health-related information (which I will take from you at first consultation and update as and when changes occur)
· Treatment details and related notes (which I will take after each treatment)
I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary, and getting your explicit consent.
How Long I Retain Your Information for
I will keep your information for the following periods:
a. ‘claims occurring’ insurance: (records to be kept for 8 years after last treatment)
b. law regarding children’s records, records to be kept until the child is 26 (8 years from when they become 18)
It is a requirement of my insurance that the above data be held for the above time. After this time, your information will be securely destroyed.
Protecting Your Personal Data
I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. Your consultation forms are only available to me and at all times except during a treatment will be locked into a secure container.
I will contact you using the contact preferences you give me in relation to:
· Appointment times
· Therapy information or information related to your health
Marketing
I will provide you with the opportunity to subscribe to my marketing emails which will contain details of special offers and promotions. My marketing email system will only contain contact information (i.e. name and email address) and will be kept separately from the personal data I hold in relation to your treatments. You will have the opportunity to opt into my marketing emails and you will be able to opt out of my marketing emails at any time.
Your Rights
GDPR gives you the following rights:
· The right to be informed: To know how your information will be held and used (this notice).
· The right of access: To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
· The right to rectification: To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
· The right to erasure (also called “the right to be forgotten”): For you to request your therapist to erase any information they hold about you. This right only comes into effect once the “claims occurring” insurance requirement has been adhered to so information cannot be deleted until 8 years following your last treatment.
· The right to restrict processing of personal data: You have the right to request limits on how your therapist uses your personal information
· The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
· The right to object: To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
· Rights in relation to automated decision-making and profiling.
· The right to lodge a complaint with the Information Commissioner’s Office: To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.
Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
If you wish to exercise any of these rights, please use the contact details given above.
If you are dissatisfied with the response you can complain to the Information Commissioner's Office; their contact details are at: www.ico.org.uk
My Rights
· If you don’t agree to me keeping records of information about you and your treatments, or if you don’t allow me to use the information in the way I need to inform for treatments, I will almost certainly not be able to treat you.
· I have to keep your records for a certain period as described above, which may mean that even if you ask me to erase any details about you, I will have to keep these details until after that period has passed
· I have the right to move your information between computers and IT systems, as long as your details are protected from being seen by others without your permission.
Should you have any questions, comments or feedback on the privacy policy, please feel free to send a message to rachel@rfxlgly.co.uk
I endeavour to respond to all e-mails within 3 working days.