We take safeguarding online privacy seriously. Please read the whole of this statement carefully as it sets out what information we may collect from you, how we may use it and your rights in respect of our use and the key details of our privacy policy.

From time to time, we may need to change our privacy policy because of changes in our organisation, legislation or in our attempts to serve your needs better. We will use reasonable efforts to publish any changes to our privacy statement.

Keren Chapman Registered Dietitian and Personal Trainer is responsible for collecting, processing, storing and safe-keeping personal and other information as part of providing a service and carrying out our regular business activities. We manage personal information in accordance with the Data Protection Act 2018 and we are registered as a Data Controller with the Information Commissioner’s Office Registration Number ZA770691.

Any questions regarding our processing of personal data should be directed to us via info@kerenchapmandietitian.com.

SCOPE

Our Privacy Statement governs any kind of processing where we are acting as a data controller or co-controller (including collection, use, transfer, storage and deletion) of personally identifiable information (any information that may be used to identify a physical person, and any other information associated therewith) about natural persons. This statement applies to our processing of data collected through any means, actively as well as passively, from persons located anywhere in the world.

We are guided by the following principles when processing data:

We will only collect data for specific and specified purposes; we will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it;

We will not collect data beyond what is necessary to accomplish those purposes; we will minimise the amount of information we collect from you to what we need to deliver the services required;

We will collect and use your personal information only if we have sensible business reasons for doing so, such as contacting you with a newsletter, service updates, promotions on our services, surveys to help with service development, feedback questionnaires and information around diet and fitness;

We will not use your data for purposes other than those for which it was collected, accepted as stated within our policy, or with your prior consent;

We will seek to verify and/or update your data periodically and we will accept requests from you for amendment of the data held;

We will apply high technical standards to make our processing of data secure;

Except otherwise stated, we will not store data in identifiable form longer than is necessary to accomplish its purpose or as required by law.

INFORMATION COLLECTED

The information we may collect about you could include, but is not limited to:

• Personal details

• Family details

• Medical details

• Lifestyle and social circumstances

• Financial details

• Physical or mental health details (past and present)

• Racial or ethnic origin

If we were to obtain special category data from you, we will always get your consent first.

We will collect information from you when:

• You sign up to our newsletter or mailing list

• You download an opt-in

• You join a course or programme.

• You contact us for information via our website or social media channels, by phone or email.

• You post on our social media channels, website or blog.

• You work with us in a commercial capacity.

• You sign a copy of our terms and conditions for one of our services.

• When you contact us to book an appointment, including discovery call appointments.  

• Attend an event/talk we are hosting.

We may use the information collected to:

• Allow you to process a booking for a service or subscription.

• Create a profile for you on our site.

• Create a profile for your client portal using the NutriAdmin software.

• Create a profile for your client portal using the Hapori Software.

• Send you our newsletters or provide you with information, products, or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.

• Ensure that content from our site is presented to you in the most effective manner for you and your computer.

• Notify you about changes to our service.

• Ask for your feedback about services you have received.

• Allow you to participate in the service/s you have chosen to do so (see below for more details).

USE OF PERSONAL DATA (DIET SERVICES)

Each client is emailed a copy of the terms and conditions and relevant health questionnaires prior to your appointment, by entering or providing us with your personal data, you are allowing Keren Chapman Registered Dietitian and Personal Trainer 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 will be kept for no longer than eight years after your last correspondence.

By instructing Keren Chapman Registered Dietitian and Personal Trainer to provide clinical services to you, your data will be stored for eight years in accordance with the HCPC Standards for Records and Record-Keeping.

Your details will be held by Keren Chapman Registered Dietitian and Personal Trainer  in line with General Data Protection Regulations (GDPR).

You can change your preferences (including unsubscribing from communications) at any point by contacting Keren Chapman on info@kerenchapmandietitian.com.

USE OF PERSONAL DATA (PERSONAL TRAINING)

Each new client is emailed a copy of a client trainer agreement and Physical Activity Readiness Questionnaire (PARQ) and other relevant paperwork prior to your appointment, by entering or providing us with your personal data, you are allowing Keren Chapman Registered Dietitian and Personal Trainer to access and store your data for the purpose of dealing with your enquiry and providing personal training services to you, in accordance with our data protection, privacy and cookies policy.

To comply with GDPR, your data will be kept for no longer than eight years after your last correspondence.

By instructing Keren Chapman Registered Dietitian and Personal Trainer to provide clinical services to you, your data will be stored for eight years in accordance with the HCPC Standards for Records and Record-Keeping.

Your details will be held by Keren Chapman Registered Dietitian and Personal Trainer  in line with General Data Protection Regulations (GDPR).

You can change your preferences (including unsubscribing from communications) at any point by contacting Keren Chapman on info@kerenchapmandietitian.com.

INFORMATION STORAGE

I am committed to ensuring that all personal information is secure. I will not distribute, sell or lease personal information to third parties unless I have explicit permission or are required by law to do so.

If you provide us with your email address it will be stored, along with your first name and surname via Mailchimp. Mailchimp have their own privacy policy and will protect your data. You can find out more here: https://mailchimp.com/gdpr/.

Service providers used to store and process information related to carrying out our services for clients all have robust security procedures in place and are GDPR compliant. These providers have their own privacy policy and will protect your data. You can find out more by clicking on the links. These service providers include: SENPro (for record keeping and appointment scheduling) NutriAdmin (for record-keeping and  appointment scheduling), Mailchimp (website and management and email list), Hapori Coach (for record keeping, use of the online hub and delivery of personal training programmes) and Google Meet (online consultations, talks and presentations). All personal, business and consultancy information are handled confidentially; and sensitive information is encrypted for additional security. HCPC record-keeping-guidelines are strictly adhered to for all consultations.

The contact details of clients who avail of services from Keren Chapman Registered Dietitian and Personal Trainer will be stored for no longer than eight years 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 I 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 I will retain this information until you the client asks that I remove it, but for no longer than a year after the last telephone conversation.

Any contact I receive on social media is also handled securely and confidentially in line with the GDPR. I will delete any social media messages upon request from the individual concerned, and all contact will be deleted within one year following our last correspondence.

LEGAL BASIS FOR PROCESSING YOUR DATA

The General Data Protection Regulation (GDPR) provides that processing of your data shall only be lawful if and to the extent that at least one of the following applies:

• You have consented.

• For the performance of a contract.

• For compliance with a legal obligation which we must perform.

• To protect vital interests of your or another person.

• It is in the public interest.

• It is in the legitimate interests pursued by us or a third party.

We collect data for the purposes set out above. Data is managed to ensure that it is either erased from our system when it is no longer required for the purpose for which it was collected, retained for legal reasons or minimised and retained.

Any health data collected from you has special protection and is limited to that permissible by law. In all instances where special category data is collected, we will obtain your express consent.

LINKS FROM OUR SITE

Our site contains links to and from other websites which are operated by individuals and companies over which we have no direct control. If you follow a link to any of these websites, please note that these websites have their own privacy and terms of use polices. We do not accept any responsibility or liability for these policies. We advise you to check the policies for third party sites before you submit any personal data to the website.

MARKETING EMAILS

We will make it as easy as we can for you to opt out of unwanted processing, providing it does not restrict our ability to provide you with the primary service you have requested.

Please note if you wish to unsubscribe from any marketing emails that you have signed up for, you can do so by emailing info@kerenchapmandietitian.com or clicking onto the unsubscribe link on the marketing email that was sent to you. It may take 24 hours for this to become effective.

WEBSITE ANALYTICS & TARGETED MARKETING

We use website analytics to provide the best user experience and service to you and to evaluate and improve our site. We utilise third party data analytics service providers Google Analytics to improve our visibility and to monitor website browser behaviour and navigation across our site.

These third-party data analytics service providers collect this information on our behalf in accordance with our instructions and in line with their own privacy policies. Our service providers may collect the following data about the way you use our site, which will almost always be anonymised and aggregated before reporting back to us:

• Number of visitors to our site.

• Pages visited whilst using the site and time spent per page.

• Page interaction information, such as scrolling, clicks and browsing methods.

• Source location and details about where users go when they leave the site.

• Page response times and any download errors.

• Other technical information relating to end user device, such as IP address or browser plug-in.

From time to time, we may use the information collected about you to present you with targeted advertisements using platforms such as Facebook, Twitter, Google and/or Instagram.

CHANGES TO OUR POLICY & FUTURE PROCESSING

We do not intend to process your personal information except for the reasons stated within this privacy notice. If this changes, this privacy notice will be amended and placed on our website at https://www.kerenchapmandietitian.com/privacy-policy and we will contact you by email to notify you of any changes.

POLICY DETAILS

We continually review our privacy practices and may change our policy and privacy statement from time to time. When we do this an amended privacy statement will be placed on our website at https://www.kerenchapmandietitian.com/privacy-policy.

This privacy notice was published on 20.02.22 and last updated on 26.04.22.

If you are concerned about how we are collecting, using and/or sharing your personal information, you can contact our Data Protection Officer info@kerenchapmandietitian.com