Olimpia.Relax

Privacy Policy (GDPR Compliant)

1. Introduction

This Privacy Policy explains how I collect, use, store, and protect your personal information in line with the UK GDPR and Data Protection Act 2018. By booking a treatment, you agree to the terms outlined here.

2. Data Controller

Name: Olimpia Gwardzik
Business: Olimpia.Relax
Location: Ynysybwl, CF37 area, UK
Contact: contact@olimpia-relax.co.uk

3. Information I Collect

• Personal details (name, DOB, contact information)
• Medical history and relevant health information
• Treatment notes and progress records
• Payment information (not stored by me; processed securely by third‑party providers)
• Website usage data (cookies, analytics)

4. Why I Collect Your Data

• To provide safe, effective treatments
• To meet legal, insurance, and professional requirements
• To communicate appointments, updates, and aftercare
• To maintain accurate clinical records

5. Lawful Basis for Processing

Consent, Legitimate interest, Legal obligation, and Vital interest (in rare safety‑related cases).

6. Data Storage & Security

• Records stored securely in encrypted digital format.
• Paper notes stored in locked filing systems.
• Access restricted to the therapist only.
• Records kept for 7 years (or until a child turns 25).

7. Sharing Your Data

I do not share your data unless required by law, required by insurance, you provide explicit written consent, or a referral to a GP or other healthcare professional is necessary.

8. Your Rights

You may request: Access to your data, Correction of inaccurate data, Deletion (where legally permitted), Restriction of processing, Transfer of your data, and Withdrawal of consent.

9. Contact

For data requests, please email the business address specified above.

Cancellation Policy

1. Notice Required

A minimum of 24 hours’ notice is required to cancel or reschedule an appointment.

2. Fees

• Less than 24 hours’ notice: 50% of treatment fee
• No‑show: Full treatment fee
• Late arrival: Session may be shortened but full fee applies

3. Therapist Cancellations

If I must cancel due to illness or emergency, you will be offered the next available appointment.

4. Exceptions

Exceptions may be made for genuine emergencies, illness, or compassionate circumstances.

Code of Conduct & Professional Ethics

1. Professional Standards

I uphold high standards of professionalism, confidentiality, and respect at all times.

2. Client Safety

Treatments are provided only when safe and appropriate. Contraindications are checked at every session, and referrals to a GP or other professionals are made when necessary.

3. Boundaries

No inappropriate behaviour is tolerated. The therapist–client relationship remains strictly professional at all times. Clients reserve the right to stop treatment at any point.

4. Equality & Respect

All clients are treated with dignity regardless of age, gender, background, or health status.

5. Confidentiality

All information shared is confidential and protected under GDPR guidelines.

Complaints Procedure

1. Purpose

To ensure all concerns are handled professionally, fairly, and promptly.

2. How to Make a Complaint

You may submit a complaint verbally, in writing, or via email. Please include your name, date of treatment, details of the issue, and desired resolution.

3. Response Time

Acknowledgement within 3 working days. A full investigation will be conducted within 14 working days, and a written outcome will be provided.

4. Resolution Options

Explanation, apology, corrective action, or referral to external bodies (e.g., professional associations, insurance provider).

5. Escalation

If you are unsatisfied with the outcome, you may escalate the issue to my professional association, my insurer, or local Trading Standards.

Lone Working Policy (Mobile Therapist Safety)

1. Purpose

To ensure safety when working alone or visiting clients’ homes.

2. Risk Assessment

I always assess location, access, and client suitability. I keep a strict record of client addresses and appointment times, and reserve the right to decline appointments where safety concerns exist.

3. Communication

A trusted contact is always informed of appointment times and locations. Check‑in messages are sent before and after sessions, and emergency contact details are kept securely on file.

4. Personal Safety Measures

I carry a fully charged mobile phone, park in well‑lit areas, keep valuables secure, and trust my instincts—leaving immediately if a situation feels uncomfortable.

5. Client Conduct

Appointments will be terminated immediately without refund if behavior becomes inappropriate or unsafe.