Last Updated: March 2022
Consultation T&C’s:
Appointment Information and Policies
This document will explain how the service is run as well as how your data is used and stored, related to booking a service with A Gutsy Menopause® by Glowing Potential.
Cancellation Policy
We ask for 72 hours notice for appointment cancellation. Any appointment changes inside this time will not be eligible for refunds or transfers.
Privacy Policy For Online Clinic Appointments
We are committed to ensuring that your privacy is protected. This section outlines how your personal data is used, stored and protected, in line with the General Data Protection Regulation (GDPR), in relation to accessing dietetic treatment from A Gutsy Menopause® by Glowing Potential.
Use of Personal Data:
As outlined in the consent section below, by entering or providing us with your personal data, you are allowing staff at A Gutsy Menopause® by Glowing Potential to access and store your data for the purpose of dealing with your enquiry and providing dietetic services to you, in accordance with our data protection, privacy and cookies policy.
To comply with GDPR, your data outside that needed for service provision will be kept for no longer than one year after your last correspondence.
By instructing us to provide clinical services to you, your data will be stored for ten years in accordance with the HCPC (required 8 years) and (required 10 years) Canadian, NSDA Standards for Records and Record-Keeping.
For clients under the age of 18, records will be kept until your 21st birthday (UK) and 10 years after your 19th Birthday (CAN).
Your details will be held by staff at A Gutsy Menopause® by Glowing Potential in line with General Data Protection Regulations (GDPR).
You can change your preferences (including unsubscribing from communications) at any point by contacting us on info@glowingpotential.com.
Security and Where Your Information is Stored:
We are committed to ensuring that all personal information is secure. We will not distribute, sell or lease personal information to third parties unless we have explicit permission or are required by law to do so.
Service providers used to store and process information related to carrying out dietetic services for clients all have robust security procedures in place and are GDPR compliant. These service providers include: DropBox Storage Services (for record-keeping), e-mail hosting via Active Campaign, Practice Better, Practice Management Software and Zoom video conferencing software. All personal, business and consultancy information is handled confidentially; and sensitive information is encrypted for additional security. BDA and HCPC record-keeping guidelines are strictly adhered to for one to one consultation.
The contact details of clients who avail of services from A Gutsy Menopause® by Glowing Potential (usually in the form of names and email addresses) will be stored for no longer than one year following our last correspondence, or until a company or individual requests that they are deleted.
Any personal information documented from telephone contact related to the services we provide will be destroyed once the telephone conversation is completed, unless there is a valid reason to retain this as part of service provision. In which case we will retain this information until you the client asks that we remove it, but for no longer than a year after the last telephone conversation.
Any contact we receive on social media is also handled securely and confidentially in line with the GDPR. We will delete any social media messages upon request from the individual concerned (where possible).
Controlling Your Personal Information:
We will not distribute, sell or lease your personal information to third parties unless we have your explicit permission or are required by law to do so.
Under the General Data Protection Regulation (GDPR), you may request details of personal information which Glowing Potential Ltd. holds about you, request to have your information updated or withdraw consent and request to have your information deleted.
Please note that there is a legal duty to maintain health records for 8 years (UK), 10 years (CAN) from final contact for adult clients, and until the 21st birthday (UK) or 10 years after your 19th Birthday (CAN) for those under 18. Therefore, the removal of data requests from clients who have received one to one nutrition advice will be handled on an individual basis and in accordance with UK & CAN guidelines.
If you believe that any information we are holding on you is incorrect or incomplete, please contact me as soon as possible, and we will promptly correct any information found to be incorrect.
Emily Foster is the data controller and Data Protection Officer (DPO) at Glowing Potential Ltd., so please contact her on info@glowingpotential.com with any queries or requests related to your personal data and she will respond promptly.
Information about Telehealth Consultations:
Telehealth is the use of video call or video conferencing software in order to carry out dietetic consultations remotely. This differs from face-to-face consultation as we will not be in the same room as each other during the consultation.
Some parts of the consultation involving physical examinations (i.e. body weight) may be conducted at your location, and we can discuss these measurements during the consultation.
The main benefits of telehealth consultations are increased flexibility for both parties in terms of the timing and location of consultations.
The main risks related to telehealth consultations include technical difficulties, interruptions, unauthorised access or communication difficulties.
We will ensure that your privacy is protected by ensuring nobody else can hear the consultation and using secure and encrypted software.
If an issue arises with technology which we can not fix during the consultation, we can revert to a phone consultation or rearrange the consultation if needed.
Communication Policy:
We endeavour to communicate effectively with all clients and to answer all genuine messages and emails in a timely manner. Response times will depend on capacity.
In the event of any technical difficulties during consultations, we may suggest restarting devices, trying a different device or a phone call as a secure back-up option.
Our Dietitians have a duty of care to contact relevant authorities if you disclose information which suggests that you may be at risk of harming others.
We do not respond to offensive, attacking or irrelevant messages, or to comments messages with no connection to nutrition or dietetics treatment.
Inappropriate communication may lead to termination of your access to dietetic services from the The Menopause Dietitian by Glowing Potential. If deemed necessary, the police may also be contacted (for example in cases of threatening or inappropriate communication).
Where appropriate, we may continue a conversation via email or private message rather than on a social media platform. We do not provide personal dietary advice to anybody via social media, including current clients.
Disclaimer:
The Menopause Dietitian by Glowing Potential is a service provided by Glowing Potential Ltd.
Emily Foster is the Director of Glowing Potential Ltd. and is a Registered Dietitian:
o Registered in the United Kingdom, HCPC No. DT28717, British Dietetics Association Membership No. 18636
o Registered ‘Professional’ Dietitian in Canada, Province of Nova Scotia, NSDA No.1299, Dietitians of Canada Membership No. 101430
· If you need to raise a professional practice complaint about the service you received, the following are to be contacted:
o the HCPC (UK): https://www.hcpc-uk.org/concerns/raising-concerns/
o the NSDA (CAN): https://www.nsdassoc.ca/public/complaints
At Glowing Potential we aim to use our scientific knowledge, clinical skills and expertise in an accurate and professional manner.
Individual participation: You will receive an individualised nutrition plan based on your consultation. You are responsible for the implementation of this advice.
We adhere to the HCPC (UK) and NSDA (CAN)standards, which stipulate that any advertising must be accurate and done in a responsible way. She will not make or support unjustifiable statements relating to products or services (as per HCPC and BDA guidelines, and food industry regulations). Any potential financial rewards will not play a part in the advice or recommendations of products or services offered.
Clients may be entitled to partial or full reimbursement from health insurance companies speak to Emily Foster prior to booking to ensure this is possible.
For further information about how your data is processed in relation to accessing this website (IP address, use of cookies, mailing list etc.), please see the Glowing Potential Privacy & Communications Policy, Cookie Policy and/or Website Terms & Conditions.
· https://www.glowingpotential.com/privacy