Draft for review. This page is a starting template, not legal advice. Replace everything in [square brackets], have the wording checked, then delete this note.
This policy explains what personal information Nutritional Journeys collects, why, how it is kept safe and what your rights are. It covers this website, enquiries and consultations.
Who is responsible for your information
Nutritional Journeys is run by [practitioner full name], [business address]. For data protection purposes I am the “controller” of your information and am registered with the Information Commissioner’s Office (ICO) under number [ICO registration number]. You can contact me about anything in this policy at info@nutritional-journeys.com.
What information I collect
When you get in touch: your name, email address, the topic you choose and anything you write in your message. Please share only what you are comfortable with; health details can wait until we speak.
If you become a client: contact details, date of birth, your health history, symptoms, medication, diet and lifestyle, test results you share or that we arrange, and notes from our consultations. Health information is “special category” data and is treated with extra care.
A short record of each website enquiry: when it was sent, from which page, that you agreed to this policy, your browser and device type in general terms, and your network address with its last part removed. This shows how and when an enquiry arrived, as data protection rules ask, and is never used to track you.
Cookies: see the cookie policy for the small number used on this website.
Why I use it and the legal basis
- To reply to your enquiry and arrange a discovery call: taking steps at your request before any agreement, and my legitimate interest in answering enquiries.
- To provide consultations, reports and follow-up support: performing our agreement.
- To handle your health information: your explicit consent, which you give before your first consultation and can withdraw at any time [confirm the condition used with your professional body or adviser].
- To keep financial and professional records, and to meet insurance and professional body requirements: legal obligations and legitimate interests.
I do not use your information for marketing without asking you first, and I never sell it.
Who I share it with
Only when necessary, and only with:
- services that run this practice: website hosting, email, [practice management or notes software], [payment provider];
- laboratories, if you choose to have a functional test (with your agreement);
- your GP or another health professional, only with your permission, or if the law or a serious risk to your safety requires it;
- my insurer or professional body, if needed to deal with a complaint or claim.
[List where each provider stores data. If any is outside the UK, state the safeguard used, for example UK adequacy regulations or the International Data Transfer Agreement.]
How long I keep it
- Enquiries that do not lead to a consultation: [12 months], then deleted.
- Client records: [7 years after our last consultation, or until a child client turns 25, if longer], in line with [professional body / insurer] guidance.
- Financial records: 6 years, as tax rules require.
How it is kept safe
Information is kept on password-protected, encrypted devices and services, is only seen by me [and anyone else who needs it], and is shared securely. This website uses an encrypted connection.
Your rights
You can ask to:
- see the information I hold about you;
- have it corrected or completed;
- have it deleted, where I do not need to keep it by law;
- limit or object to how it is used;
- receive a copy to give to someone else;
- withdraw your consent at any time (this does not affect anything done before).
Email info@nutritional-journeys.com. I will reply within one month and there is normally no charge.
Complaints
If you are unhappy with how your information is handled, please tell me first so I can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
This policy was last updated on [date]. Any changes will be published on this page.