Terms and Conditions

A. “Terms and Conditions” meanings.

In the Terms and Conditions the following definitions apply:

“Client” and “Customer” means any person who has completed and submitted via online bookings, phone or contact form at Bodyhealththerapies website“Clinic” means Bodyhealththerapies London clinic location

Suite 108 Ground floor Oceanair House

750 – 760 high road, Leytonstone, London E.11 3AW

Bodyhealththerapies reserves the right to vary and revoke the Terms and Conditions from time to time which variation it may consider necessary or desirable for the regulation of the affairs of the Clinic and the conduct of Clients and customers. Any such changes will be notified to Clients and customers and, until revoked, are and will be binding on Clients and customers.

B. Client

  1. Subject to these terms and conditions, when a person has completed online bookings, mobile phone application, phone contact or contact form they will become a Client of the Clinic.
  2. Acceptance of a person as a Client is at the absolute discretion of the Company.
  3. Clients must be 18 or over or have their parents’ / guardians written consent before becoming a Client of the Clinic (which consent must be made available on request).

C. Customers

  1. Subject to these terms and conditions, when a person has completed online bookings for events, clubs and teams and other services non-clinic based and non-treatment by mobile phone application, phone contact or contact form they will become a Customer of  Bodyhealththerapies.
  2. Acceptance of a person as a Customer is at the absolute discretion of the Company.

D. Personal Data

Information Held

  1. The following information is collected: name, address, date of birth, email address, phone numbers, past medical history, and case history for treatment carried out at the clinic.
  2. Why we collect your personal data and what we do with it
  3. When you supply your personal details to this clinic they are stored and processed for 4 reasons:
  4. If you are our client we need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you were to do that we would not be able to provide treatment.
  5. We have a “Legitimate Interest” in collecting that information because without it we couldn’t do our job effectively and safely.
  6. We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.
  7. Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know by any convenient method.
  8. We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer), but after this period you can ask us to delete your records if you wish. Otherwise, we will retain your records indefinitely in order that we can provide you with the best possible care should you need to see us at some future date.
  9. Your records are stored:
  10. On paper, in locked filing cabinets, and the offices are always locked and alarmed out of working hours.
  11. Electronically. We are fully compliant with the General Data Protection Regulations. Access to this data is password-protected, and the passwords are changed regularly.
  12. On our office computers. These are password-protected, backed up regularly, and the office(s) are locked and alarmed out of working hours.
  13. We will never share your data with anyone who does not need access without your written consent.
  14. Only the following people/agencies will have routine access to your data:
  15. Your therapist(s) in order that they can provide you with treatment
  16. Our reception staff, because they organise our’ diaries, and coordinate appointments and reminders (but they do not have access to your medical history or sensitive personal information)
  17. Other administrative staff, such as our bookkeeper. Again, administrative staff will not have access to your medical notes, just your essential contact details.
  18. We also use MailChimp to coordinate our messages, and Paypal for subscriptions and payment management so your name and email address may be saved on their server.
  19. From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data (but not your medical notes).
  20. We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.
  21. You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
  22. We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.
  23. Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Complaints need to be sent to what is referred to as the “Data Controller”.
  24. If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.

 

E. Strict and Enforced 24 Hour Cancellation Policy!

  1. Your appointment is very important to Bodyhealththerapies, it is reserved especially for you. We understand that sometimes schedule adjustments are necessary; therefore, we respectfully request at least 24 hours’ notice for cancellations.
  2. Please understand that when you forget or cancel your appointment without giving enough notice, we miss the opportunity to fill that appointment time, and clients on our waiting list miss the opportunity to receive treatment.
  3. Since the services are reserved for you personally, a cancellation fee will apply.
  4. Less than 24hours notice will be charged 50% of the booked treatment cost.
  5. ‘NO SHOWS’ will be charged 100% of the full treatment cost.
  6. Appointments booked within 24 hours of the scheduled appointment which need cancelling, the client must cancel within 4 hours of the appointment time or will result in a charge equal to 50% of the full treatment charge.
  7. The reason for this is that other patients may have been turned away due to lack of availability. Late notification on your part in letting Bodyhealththerapies know can lead to the inability to fill these now vacant appointments due to lack of notice. The cancellation policy gives us time to inform our standby customers of any availability, as well as keeping Bodyhealththerapies schedule full, thus better serving everyone. Thank you for viewing and supporting our policy.

F. Data Collected

  1. Information collected is sufficient for the purpose of making informed clinical decisions.
  2. Data is collected verbally on the phone by reception staff or practitioners to book appointments and take contact details.
  3. Medical information is collected by therapists verbally at a face to face appointment.
  4. Client contact details and appointments are stored on the computer and/or manually.
  5. Client clinical records are electronic and paper/manual files which are scanned  and filed electronically

G. Consent

  1. Client and Customer data is also used for both operational and company marketing purposes. Operational communication includes but is not limited to appointment reminder emails and text messages, invoices and feedback requests.
  2. We do send marketing including but not limited to, newsletters, offers and discounts which clients opt in to with a tick box on their first visit.
  3. We check patients still want to receive communications on a regular basis.
  4. Data breaches will be detected by observing signs of unauthorised entry to storage areas, monitoring communications or becoming aware of a security breach (e.g. a virus or unauthorised log on or change to permissions) on the computer system.
  5. Data breaches will be investigated and reported to the Information Commissioner’s Office within 72 hours by the appointed person. Clients will be informed if we believe a data breach has occurred.
  6. Clients and Customers may contact the Information Commissioner’s Office if they believe a data breach has occurred. Information Commissioner’s Office: 0303 123 1113

H. Data Requests

  1. All staff know that data requests must be responded to within a month and no charge can be made.
  2. Data is only released on receipt of a signed request from Clients and Customers or in exceptional circumstances.

I. Client and Customer Rights

  1. Clients and anyone we hold data about have some rights under GDPR: You can request to: see your data at any time, move your data to another practice, correct any inaccuracies, prevent marketing. You may request for details to be deleted but due to our legal obligation we cannot delete your health record but we can remove you from our contact list.

J. Complaints

  1. Any complaints about data processing with our “Data Controller” who may be contacted at 07494 416 758 or via the website contact form.

K. Clinic Opening Times

  1. Details of treatment times at the Clinic may vary from time to time. Session times will be published by the Clinic and will be available either at the clinic or at bodyhealththerapies.co.uk.

L. Treatment Payment Process & Gift Voucher and Packages Terms

  1. Details of treatment fees are available at bodyhealththerapies.co.uk or directly from the Clinic and will be such fees as determined by the Company from time to time.
  2. All treatments are by appointment, once treatment has been provided payment would be required for the relevant treatment
  3. Payments for treatments and treatment packages in any amount are non-refundable unless otherwise stated in the Terms and Conditions.
  4. Treatment packages are usable for a specific duration which is twelve months from purchase. A gift card and Vouchers for single treatments are valid for twelve months. All plans and Gift cards and vouchers are valid from and including the date of purchase and are non-refundable. In the event where we are unable to provide you with a suitable appointment, we may at our sole discretion extend the expiry date.
  5. All vouchers and treatment packages purchased will be sent electronically to a preferred email address provided.
  6. Our treatment packages are discounted. Treatment packages are valid for six months and twelve months respectively from the date of purchase and are non-transferable and non-refundable. Single treatment vouchers are valid for twelve months.
  7. Treatment packages of 4 and 5 treatments are valid for  six months
  8. Treatment packages of 6 and 8 treatments are valid for  twelve months
  9. Our vouchers and treatment packages carry a strict 24 hours Late Notice Policy. The full treatment cost will be charged for a treatment where cancellation or the rescheduling of a session is not made online or notice of the same is not emailed or phoned to the Clinic at least 24 hours prior to the booked time.
  10. Gift Vouchers can only be used at the Leytonstone clinic and cannot be exchanged for its monetary value, they can only be used for treatment. A Gift card can be given transferred to a partner, friend, and relative by written notification of the exchange 48hrs before the treatment. We Require the name , number  and contact email of person the Gift card has been transferred to

M. Membership Terms, Conditions & Card Payments

  1. All Full Memberships have a commitment to 12 direct debit payments
  2. Members may gift or transfer massages to friends, family, and colleagues (max 2 per calendar year to any single person)
  3. Full Memberships are not transferable, but massages can be gifted as above
  4. All Full memberships auto-renew on a month to month basis after the initial term, with a month’s notice to cancel
  5. Information will be saved to file for future transactions on your account. You can request your details to be removed by requesting this via the clinic, email or phone.
  6. Your card details are stored securely with Paypal.

N. Bookings

  1. A client may only book or reschedule treatments for themselves via online bookings facility at bodyhealththerapies.co.uk
  2. Clients will be charged for a treatment where cancellation or the rescheduling of a session is not made online or notice of the same is not emailed to the Clinic at least 24 hours prior to the booked time.
  3. We operate a 24 hour Late Notice Policy on behalf of our therapists who provide services for bodyhealththerapies. In the event, you do not turn up for your appointment or it is cancelled or rescheduled within 24 hours the full treatment charge will be applied to the booking.
  4. Treatments are booked on a first-come-first-served basis. A Client may use the waiting list facility at bodyhealththerapies.co.uk in the event that the first choice session is unavailable. If a Client joins the waiting list for a particular session and then books that session the booking will be subject to the Terms and Conditions in the usual way.
  5. The total time of your appointment includes consultation, undressing, dressing, treatment and payment, if you feel you will require more time please contact the clinic prior to your treatment.

O. Safety & Hygiene

  1. In the interests of safety and hygiene, no food is permitted in the Clinic. With the exception of guide dogs, no pets are permitted in the Clinic.
  2. Excessive noise, disturbance or unseemly behaviour is prohibited, including abusive or threatening behaviour to anyone associated with Bodyhealththerapies clinic. Everyone is entitled to work in or use the clinic without fear of verbal or physical abuse. Bodyhealththerapies clinic will support anyone associated by taking legal action against any individual who does not respect this right.

P. Communication

  1. Patients are required to give written notice to Bodyhealththerapies of any change of address or email address. Failing such notice, all communications will be assumed to have been received by the Client within five days of mailing to the last address notified to Bodyhealththerapies.
  2. Bodyhealththerapies may, if a Client and Customer wishes communicate with the client and Customer by electronic mail (“email”). By providing an email address to Bodyhealththerapies the Client and Customer consent to receive email communications from Bodyhealththerapies , including notices pursuant to the Terms and Conditions. The Client and Customer also accept the risk that email may not be a secure and confidential means of communication. Bodyhealththerapies will not be liable for any loss or damage suffered as a result of communicating with a Client and Customer by email.
  3. Clients and Customers must at all times observe Bodyhealththerapies guidelines which may be notified to them from time to time and are requested to comply with any reasonable directions which the management of Bodyhealththerapies may issue to ensure the smooth operation of Bodyhealththerapies for the convenience of all clients and Customers.
  4. Any marketing, educational or other materials of any nature whatsoever produced by Bodyhealththerapies in connection with the Clinic and which are made available to Clients at the Clinic will at all times remain the property of Bodyhealththerapies and will be subject to the Bodyhealththerapies copyright.

Q. Copyright

  1. Bodyhealththerapies clinic, the Bodyhealththerapies, graphics, photos & site content are the property of Bodyhealththerapies. Permission must be gained before you are allowed to use, make or distribute. All rights are reserved.