We are all having to change the way we live but even with the adaptations we will be making we remain confident that you will still receive a wonderful ‘hands on’ treatment for improved wellbeing. This is a time when our emotional and physical health need some nurturing and support.
Why is Covid-19 such a concern?
Covid-19 is a highly infectious virus and is thought to have spread to nearly every country in the world causing a global pandemic. Governments and Scientists are particularly worried about this as it’s a new virus that appears to be unpredictable.
As we plan to navigate the roadmap to recovery you can be assured that by displaying the above logo will be following all government guidelines and our Covid-19 Secure Workplace Policy to minimise risk of cross infection.
Our therapists will:
Work within their Governments Guidelines
Have prepared for and complied with the strict return to work procedures.
Comply with the Covid-19 Secure Hygiene Guidelines – details strict hygiene practices for the therapist. You can request to see a full copy from your therapist
Changes that will be made include the following:
You may be contacted before your appointment or will be asked to complete a risk assessment form before every treatment to ascertain if it is appropriate for you to have a treatment
Hand washing before and after treatments (or hand sanitiser with a minimum of 60%alcohol)
Our therapists will have clean, dedicated clothes/uniforms for treatments
Treatment spacing – allowing 30 minutes between clients to minimise contact with otherclients.
Cleaning –Couch/chair coverings to be changed and any surfaces that have been touched to be cleaned between each client .
Depending on the latest government guidelines, your therapist is likely to be wearing a facial covering and you will be asked to wear one too.
Clean linen and towels – will be used for each client
Soft furnishings – will be removed if non-essential or completely covered e.g. foot pillows
A cleaning checklist will be on display to show when cleaning has taken place.
Waste will be disposed of in line with Government Guidelines
Laundry in line with Government Guidelines
As a client you will be required to:
- Notify your therapist of any changes to your health including symptoms of Covid and any members of your social bubble or family unit.
On arrival declare if anything has changed with your health or within your family unit.
Wash your hands (or use hand sanitiser provided by the therapist) on arrival
You may be asked to bring and wear your own face covering. Your therapist will let you know before your treatment if this is the case.
Bring your own bottle of water
Inform your reflexologist if you develop symptoms of Covid-19
Arrange contactless payment where possible
Hygiene and your safety is of paramount importance to us, if there is anything you are unsure about please contact your therapist to discuss.
This tells you what personal information we hold and why, and what your rights are.
The Olive Sanctuary, Olives Yard, Uckfield, TN22 1QP
Telephone No: 01825 508150
Email address: firstname.lastname@example.org
The purpose of processing client data
We hold and use client data in order to provide you with the best possible treatment options, support & advice.
Lawful basis for holding and using client information
The lawful basis under which we hold and use for information are our legitimate interests of:
Our requirement to retain the information in order to provide you with the best possible treatment options and advice
Our requirement to hold your information for the following legal reasons: Our voluntary regulatory body requirements are to retain client information for 8 years
As we hold special category data (i.e. health related information), the Additional Condition under which we hold and use this information is: for us to fulfil our role as a health care practitioner bound under our professional bodies.
What information we hold and what we do with it:
In order to give professional complimentary therapy treatments, we will need to ask for and keep information about your health. We will only use this for informing treatments, clinic news and any advice we give as a result of your treatment.
Your contact details
Medical history and other health-related information
Treatment details and related notes
To keep you updated on clinic news and send wellbeing information or rehabilitation information toassist
We will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary and getting your explicit consent.
Protecting your personal data
We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.
We will only contact you using the contact preferences you have given us.
Your therapist's rights
if you don’t agree to The Olive Sanctuary keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, they may not be able to treat you
Our therapist must keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed
The Olive Sanctuary can move records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.
We will ask you to declare
I have seen this document and understand that you will hold and use my personal information, using it in order to provide me with the best possible treatmentoptions and advice in line with the statements above.
OUR TERMS AND CONDITIONS
You can make an appointment with Olive Sanctuary in a number of ways:
Online at our website: olivesanctuary.co.uk/book-online
By telephone or text on
By email at: email@example.com
Upon making a booking, you will receive an email confirming all the important details, along with a second email reminder 24 hours prior to your appointment.
We will contact you the day before your appointment to complete our COVID risk assessment. This is
to ensure the safety of you and your family as well as the therapist’s.
If this is your first appointment with us, you will also receive a New Client Consultation Form via email the day before your appointment. Please complete this because we will not be able to treat you until you have.
Cancellations and Late Arrival
Please cancel as soon as possible if a foreseeable event is likely to prevent you from attending, for example, illness or adverse weather conditions.
We require a minimum of 24 hours’ notice to cancel an appointment. If you don’t let us know within this time, you will incur the charge for the full appointment. This is because we may not be able to fill your appointment slot and still need to cover our costs.
However, if you need to cancel at short notice because of Covid-19 related symptoms, a long-term medical condition which varies from day to day, or because you are more than 37 weeks pregnant, then the additional charge will not be applied.
Please respect our agreed appointment time. We appreciate that sometimes, things happen, and you may arrive a little later or need to leave a bit earlier than planned. However, to ensure our stringent hygiene standards are maintained between appointments, we will be unable to make up the missed time by overrunning or by adding time to subsequent appointments
All client information and clinical records will be held securely by the individual therapist in accordance with our privacy statement for the Olive Sanctuary and will remain confidential.
Consultations and client treatment details will not be discussed with anyone other than the client, unless the client is under the age of 18 or has a care worker or guardian.
Health & Safety
Please read our COVID policy above.
All practitioners at Olive Sanctuary:
hold a current First Aid certificate
hold professional and public indemnity insurance,
have also completed certified COVID training.
If a practitioner is unwell, suffering from a cold or virus, infection or general ill health, they will not work due to the risks of cross contamination. We will notify you as soon as possible if this happens.
Please don’t attend for treatment if you are unwell, suffering from a cold or virus, infection or general ill health. Please contact the Olive Sanctuary via email at firstname.lastname@example.org when you have recovered to rearrange your appointment
All personal belongings are left at the owner’s risk. Olive Sanctuary, including the practitioners, will not be held responsible for the loss or damage of personal items during your time at the Olive Sanctuary.
Clients under the age of 18 years must be accompanied by a parent or guardian. The parent or guardian must give permission for the treatment to be carried out and will be requested to co-sign the New Client Consultation Form. They will be invited to stay in the room for the duration of the appointment and expected to remain present throughout the treatment.
We prefer for all payments to be made avoiding cash as we consider this method to be a COVID risk:
in advance by BACS
or in person at your appointment by card
We never store your credit card details - it is always processed by the third-party card processor. It is encrypted through the Payment Card Industry Security Standard (PCI-DSS).
We hope you never have cause to be unhappy with our services, but if so, please contact your practitioner first and then if you remain unhappy, speak with the Owners, Ginny Taylor and Anna Lane