Essential Wellbeing Privacy Policy
May 2018
It is our policy to only collect and process your Data, provided to us by you, in order to carry out the services requested by you and to make any contact in relation to those services only. Your Data will not be used for any other purposes other than those explicitly stated in this policy or requested by you in your dealings with us.
This Privacy Policy describes how we collect, use, protect and process your personal data (Data) when you book appointments and avail of treatments with us, book or attend an event/course with us or otherwise interact with us.
This Privacy Policy may be updated at any time to ensure services we provide can be carried out in the most effective and efficient way possible. If we make changes we will notify you by revising the date on our published document on our website and in clinic, or for more substantial changes by contacting you via email or text to seek consent.
1. Your rights
Under the General Data Protection Regulations 2018 (GDPR) individuals have rights to:

  • obtain details about how their data is processed by an organisation or business;

  • obtain copies of personal data that an organisation holds on them;

  • have incorrect or incomplete data corrected;

  • have their data erased by an organisation, where, for example, the organisation has no legitimate reason for retaining the data;

  • obtain their data from an organisation and to have that data transmitted to another organisation (Data Portability);

  • object to the processing of their data by an organisation in certain circumstances;

  • not to be subject to (with some exceptions) automated decision making, including profiling.

2.  The identity of the data controller.
You are hereby informed that the Data that you provide is collected, used, protected and processed by the clinic owner.
3. Collection of Data
Essential Wellbeing may collect Data about clients, prospects and visitors.
Your Data are collected when you contact us by phone, in person, by email or through our website.
Data collected fall into the following categories:

  • Identification information

  • Contact information

  • Medical information

  • Browsing information (retained by the website operator)

4. Information you provide to us
We process Data you provide directly to us, for example, when you book and appointment, on completing the client intake form, request to be added to the Newsletter email list or book and attend an event/course. Browsing history is collected via automated methods on the website.
The Data may include the following information that we specifically request you to provide to us through our client intake forms, such as:

  • Names

  • Address

  • Date of Birth

  • Phone no

  • Email

  • Doctor’s details

  • Emergency contact details

  • Medical history

  • Treatment notes

  • Relationship data

5. How we use the Data
We may use information about you for the following purposes:

  • provide, maintain and improve our services

  • provide and deliver the services you request, send you Newsletters related information, including confirmations and invoices.

  • in the case of emergency contact details, to hold and act on that data only where it is warranted to serve the vital interests of one of our clients who has provided your details

  • send you technical notices, updates, security alerts and support and administrative messages

  • respond to your comments, questions, requests and provide customer service

  • monitor and analyse trends, usage and activities in connection with our services

  • personalize and improve the services we provide

  • to send marketing material if you have given separate consent to do so

According to the GDPR, each Data processing is performed on one of the following legal basis:

  • Article 6 of GDPR, your consent

  • Article 6 of GDPR, the performance of the service requested by you

  • Article 9 of GDPR, section a and h

6. How we share your Data

We will not share any of your data except if required by law, see below.
We will only share your data in response to a request for information, if we are required by, or believe disclosure is required by, any applicable law, regulation or legal process, including in connection with lawful requests by law enforcement, national security, or other public authorities.
7. The period of Data retention
Our insurance providers require us to retain all records for a period of 7 years after the last appointment, or in the case of minors, for 7 years after their 18th birthday. We comply with this for all data.
8. Data transfer
Upon receiving a written request from you seeking Data transfer, we will provide a hardcopy copy of your original treatment notes with no alterations from the original. These will be handed in person or send by registered post within the stipulated timeframe of 40 days.
8. Data amendments
Upon receiving a request from you in regards to updating Data held by us, we will seek to correct our records at the earliest possible time.  
9. Security
We are committed to taking appropriate measures designed to keep your Data secure. Our technical, administrative and physical procedures are designed to protect Data from loss, theft, misuse and accidental, unlawful or unauthorized access, disclosure, alteration, use and destruction. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received.
10. In the event of a Breach
Every precaution will be taken to avoid a breach of your Data, but if such a breach should occur, it will be documented, assessed as to its severity and appropriate action taken. The Data Protection Commissioner will be informed and contacted for assistance.  You will be contacted to help you take steps to mitigate the risks to yourself, if it is deemed a severe enough breach as to put you, your identity, your financial means etc. at risk.
11. Data the Websites may collect automatically when you use the online services
When you access or use our websites, they may automatically collect the following information about you

  • Log Information: They log information about your use of the Services, including the type of browser you use, access times, pages viewed, your IP address and the page you visited before navigating to Our Services.

  • Device Information: They collect information about the computer or mobile device you use to access the websites, including the hardware model, operating system and version, unique device identifiers and mobile network information.

  • Location Information: They may with your consent collect information about the location of your device each time you access the website. You may stop collection of data by removing cookies.

11.1. Information collected automatically through Cookies and other tracking technology
Websites may use cookies, web beacon and other similar technologies to collect information and provide you with the services or products that you have requested.
A “cookie” is a small text file that is placed onto an Internet user’s web browser or device and which is used to record information related to the navigation or the use of a device or a website.
A “web beacon” is a small object or image that is embedded into a web page, application, or email and is used to track activity. They are also sometimes referred to as pixels and tags (also known as “tracking pixels”). It may be used in Our Services or emails and help deliver cookies, count visits, understand usage and campaign effectiveness and determine whether an email has been opened and acted upon.
Websites use cookies and other similar technologies to collect information for the purposes described in this Privacy Policy. They may also combine the information collected by these technologies with information collected about you by other means.  Some of the cookies are used for the exclusive purpose of enabling or facilitating communication or are strictly necessary for the provision of our online services.
These are essentially session cookies for authenticating and connecting to our online services, as well as memorizing navigation items during a session.
You have the ability to decline cookies by changing the settings on your browser but this might prevent you from viewing all elements of the website. You can also consult or destroy cookies if you wish, since they are stored on your hard disk.
11.2. Third Party Cookies
When you access or use the website, one or more cookies from third party are likely to be placed on your equipment.
You have the ability to decline cookies by changing the settings on your browser but this might prevent you from viewing all elements of the website. You can also consult or destroy cookies if you wish, since they are stored on your hard disk.