Privacy policy, refunds and consultation agreement
PRIVACY POLICY
(Why we collect your personal data and what we do with it)
When you supply your personal details to this clinic they are stored and processed for 4 reasons (the bits in bold are the relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulation – ie the law):
- If you are our patient we need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment/advice/ coaching 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.
- We have a “Legitimate Interest” in collecting that information because without it we couldn’t do our job effectively and safely.
- 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 medical care. This again constitutes “Legitimate Interest”, but this time it is your legitimate interest.
- Provided we have your consent, we may occasionally send you general health and nutrition 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.
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.
Your records are stored
- Electronically (“in the cloud”), using a specialist medical records service. This provider has given us their assurances that they are fully compliant with the General Data Protection Regulations. Access to this data is password protected, and the passwords are changed regularly.
- On our office computers. These are password-protected, backed up regularly, and the office(s) are locked and alarmed out of working hours.
We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:
The medical / nutrition records service who store and process our files
- Your practitioner(s) in order that they can provide you with relevant treatment
- Other administrative staff, such as our accountant. Again, administrative staff will not have access to your medical notes, just your essential contact details.
- We also use activecampaign to coordinate our messages, so your name and email address may be saved on their server.
- From time to time, we may have to employ consultants to perform tasks that might give them access to your personal data (but not your medical notes). 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.
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.
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.
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”. Here are the details you need for that: info@phnutrition.co.uk
CONSULTATION AGREEMENT
I agree to the following conditions for the upcoming consultation with my nutritionist/dietitian:
The information I have provided/will provide via questionnaires, phone, email, in-person, or by any other means of communication is accurate to the best of my knowledge.
The recommendations I will receive from the nutrition plans and my nutritionist/dietitian are not a substitute for medical advice from a qualified doctor.
The advice I will receive from my nutritionist/dietitian is personal and applies to me only. This same advice may be ineffective or even harmful when applied to other people with different backgrounds.
Our Nutritional Therapists at pH Nutrition and The Female Performance Project all practice in accordance with the British Association of Applied Nutrition & Nutritional Therapy’s ethical framework.
Standards of professional practice in Nutritional Therapy are governed by the Federation of Nutritional Therapy Practitioners Code of Conduct.
- I must communicate to my nutritionist/dietitian any changes in my medical prescriptions or treatments for the duration of my nutrition plan.
- I must inform my nutritionist/dietitian promptly if any of my new changes in diet or lifestyle start to cause me adverse effects.
- I understand that the advice I shall receive will not be enough to achieve my nutrition or lifestyle goals unless I follow it diligently and commit to it fully.
- I understand any changes in my diet and lifestyle may produce effects in my body, energy, health, and condition that are gradual in nature – not instantaneous.
Your nutritionist may recommend food supplements and/or functional testing as part of your Nutritional Therapy programme and may receive a commission on these products or services.
I understand that, although my nutritionist/dietitian will endeavour to help me achieve my nutrition and lifestyle goals to the extent possible, the possibility exists I may not fully attain my goals due to factors outside the control of my nutritionist/dietitian.
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You affirm that you are either more than 18 years of age, or have full permission from your parent / guardian, and are fully able and competent to enter into the terms, conditions, privacy policy and obligations set forth in these Terms and Conditions, and to abide by and comply with these Terms and Conditions.
Please read the Privacy Policy carefully to understand how pH Nutrition collects, uses and discloses personally identifiable information from its users. The Privacy Policy is hereby incorporated by reference as part of these Terms and Conditions.
Billing Procedures
Billing Procedures. If you sign up for any of our nutrition coaching programs, you agree and understand that you will be charged the fees displayed on the individual web pages.
By signing up for any of the repeating payment coaching programs, you are committing to a minimum of 1 month. This can be cancelled any time but will automatically renew every month.
Updating Your Credit Card. If you purchased the coaching program on The Female Peformance Project website, you can access your account and update your information on your members log in.
Membership Site/ Additional User Conduct Guidelines
For services that you purchase from The Female Performance Project & pH Nutrition that are delivered through a membership site, you will create a username and password to access the coaching services and tools through our web portal and coaching app software that we have licensed from a third-party vendor. You will not sell access to the Services or duplicate and sell any of its content without written permission.
The Female Performance Project & pH Nutrition uses Coach Catalyst and Simvoly to deliver all coaching programs with payments all being processed via Stripe or Paypal.
You also agree and understand that either we or the third-party vendor we licensed the software from can terminate your access to the membership site at any time, in our sole discretion, such as for a violation of these Terms of Conditions.
Where applicable, the Services are meant for informational purposes only. The Services are not intended as specific medical, legal, commercial, financial, tax or other professional advice. Use of the information from any of the Services are at your own risk.
Your use of Content, unless otherwise stated, is for your own personal, non-commercial use. You may not distribute content, print multiple copies, or use the Content for public display or performance unless otherwise stated.
REFUND POLICY
No Refunds unless there are extenuating circumstances that are out of your control. This is at the discretion of Liam Holmes, owner of pH Nutrition. All sales are final, and no refunds are available. The effectiveness of our program is largely determined by you and your commitment.
We cannot guarantee you will achieve the results you desire. We will go above and beyond to deliver this. If you feel this isn't the case please email info@phnutrition.co.uk with valid reasons as to why you want a refund.
If you sign up to the incorrect program and wish to switch please email info@phnutrition.co.uk with all relevant details.