Nutrition with Emmy holds some information about you. This document outlines how that information is used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information needed. We regularly review our Privacy Notice. This Privacy Notice was last reviewed in February 2024.

1. What We Do 

Nutrition with Emmy offers nutrition coaching to people looking to improve their overall health and lifestyle. Coaching may be online, or face to face. There is no set coaching programme as the number and frequency of sessions may be different for each client.  

Depending on your personal circumstances,  you may be asked to seek the help of other therapists or medical support and you will be advised of this at the earliest opportunity. 

2. How We Obtain Your Personal Data 

We may ask you to provide us with personal data in the following ways:    

• By completing an assessment questionnaire and three-day food diary
• By signing a terms of engagement form 
• During a coaching session    
• Via a website contact form, through email, over the telephone or by post    
• By taking online payments This may include basic details such as name, address, contact details    
• Details of contact we have had with you such as referrals and appointment requests    
• Health information including your previous medical history, dietary, lifestyle, supplement and medicine details, health improvement plans    
• GP contact information

We use this information in order to provide you with direct nutrition coaching.  This means that the legal basis of our holding your personal data is for legitimate interest. Following completion of your healthcare we retain your personal data for a period of 7 years, after which time it will be destroyed. This enables us to process any complaint you may make.  In this case the legal basis of our holding your personal data is for contract administration. We may obtain sensitive medical information in the form of medical results.  We use this information in order to provide you direct health coaching.  This means that the legal basis of our holding your personal data is for legitimate interest. We may obtain sensitive information from other healthcare providers or therapists.  The provision of this information is subject to you giving us your express consent. If we do not receive this consent from you, we will not be able to coordinate your healthcare with that provided by other providers which means the healthcare provided by us may be less effective. 

3.  How we use your personal data: We act as a data controller for use of your personal data to provide direct healthcare.  We also act as a controller and processor in regard to the processing of your data from third parties such as other healthcare providers. We undertake at all times to protect your personal data, including any health and contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection.  We will also take reasonable security measures to protect your personal data storage. We may use your personal data where there is an overriding public interest in using the information e.g. in order to safeguard an individual, or to prevent a serious crime.  Also where there is a legal requirement such as a formal court order. We may use your data for marketing purposes such as newsletters but this would be subject to you giving us your express consent. 

4.  We will keep information about you confidential.  We will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties:    

• Any registrant bodies such as the Federation of Holistic Therapists, for the processing of a complaint made by you    
• Any contractors and advisors that provide a service to us or act as our agents on the understanding that they keep the information confidential    
• Anyone to whom we may transfer our rights and duties under any agreement we have with you    
• Any legal or crime prevention agencies and/or to satisfy any regulatory request. We will seek your express consent before sharing your information with your GP or other healthcare providers. However, if we believe that your life is in danger then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests. We may share your case history in an anonymised form with our peers for the purpose of professional development.  This may be at clinical supervision meetings, conferences, online forums, and through publishing in medical journals, trade magazines or online professional sites.  We will seek your explicit consent before processing your data in this way. 

5. Every individual has the right to see, amend, delete or have a copy of data held that can identify you, with some exceptions. You do not need to give a reason to see your data. If you want to access your data you must make a subject access request in writing to Nutrition with Emmy. Under special circumstances, some information may be withheld. We shall respond within 30 working days from the point of receiving the request and all necessary information from you. Our response will include the details of the personal data we hold on you including:    

• Sources from which we acquired the information
• The purposes of processing the information
• Persons or entities with whom we are sharing the information You have the right, subject to exemptions, to ask to:
• Have your information deleted
• Have your information corrected or updated where it is no longer accurate
• Ask us to stop processing information about you where we are not required to do so by law or in accordance with the UKHCA guidelines.
• Receive a copy of your personal data, which you have provided to us, in a structured, commonly used and machine readable format and have the right to transmit that data to another controller, without hindrance from us.
• Object at any time to the processing of personal data concerning you. We do not carry out any automated processing, which may lead to automated decision based on your personal data. If you would like to invoke any of the above rights then please write to the Data Controller at Nutrition with Emmy or email nutritionwithemmy@gmail.com. 

6. We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful. Within the health sector, we also have to follow the common law duty of confidence, which means that where identifiable information about you has been given in confidence, it should be treated as confidential and only shared for the purpose of providing direct healthcare. We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. We also ensure the information we hold is kept in secure locations, restrict access to information to authorised personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorised users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed. Nutrition with Emmy is registered with the Information Commissioner’s Office (ICO) as a data controller and collects data for a variety of purposes. A copy of the registration is available through the ICO website (search by business name). 

7. All records held by Nutrition with Emmy will be kept for a period of 7 years. 

8. The hosting facilities for our website are situated in the United Kingdom and are provided by Allsimple.net. We do not make use of cookies to collect any private or personally identifiable information across the website. The technical platform of this website uses cookies solely to aid the proper technical functioning of the website. The cookies used contain random strings of characters alongside minimal information about the state and session of the website – which in no way collects or discloses any personal information about you as a visitor. We use cookies for the following purposes: 

(a)    analysis – we use cookies to help us to analyse the use and performance of our website and services.  Cookies used for this purpose are identify cookies; and 

(b)    cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.  Cookies used for this purpose are: identify cookies. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout 

9.     Complaints If you have a complaint regarding the use of your personal data then please contact us by writing to the Data Controller at nutritionwithemmy@gmail.com and we will do our best to help you. If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 1231113.