Privacy Notice

MyDanceDietitian

Introduction

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• How we collect, use and share personal data
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Links from our website
• Marketing emails
• Cookies and website analytics
• Changes to our policy & future processing
• How to complain

Contact details

Sarah Smales trading as MyDanceDietitian is a sole trader (‘we’, ‘our’, ‘us’ in this privacy statement).

Email – mydancedietitian@gmail.com

How we collect, use and share personal data

Most personal information is provided directly and voluntarily by you when you engage with us in order to enquire about, or purchase, our services or products. We will collect information from you when:

1. You purchase our services, such as booking a consultation
2. You sign up to our newsletter, mailing list or an opt-in;
3. You contact us to enquire about our products or services;
4. You book onto a course, event or programme we are running;
5. You contact us for information via our website or social media channels, by phone or email;
6. You post on our social media channels, website or blog;

What information we collect, use, and why

We collect or use the following information to provide patient care, services and other goods:

• Name, address and contact details
• Gender
• Pronoun preferences
• Date of birth
• NHS number
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
• Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
• Records of meetings and decisions

We also collect the following special category information to provide patient care, services and other goods. This information is subject to additional protection due to its sensitive nature:

• Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide patient care, services and other goods are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you
• Family members or carers
• Other health and care providers

How long we keep information

Any record relating to the care of a client will be retained for at least 8 years for an adult and until the date of a child’s 21^st birthday as per BDA record keeping guidelines.

We will only keep your personal data for as long as is necessary to meet the requirements for which it was collected. This will vary depending on the nature of the requirements and the processing. After this time we will delete your personal data unless there is a legitimate business reason to remain all or parts of the data we hold.

Who we share information with

Others we share personal information with:

• Other health providers (eg GPs and consultants)
• Care providers
• Organisations we need to share information with for safeguarding reasons

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.

Links from our website

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 may send you marketing emails and communications when you have opted in or otherwise given consent for us to do so. 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 contacting us via the email provided at the top of this privacy notice 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.

Cookies and website analytics

We may use website analytics to provide the best user experience and service to you and to evaluate and improve our site. We may utilise third party data analytics service providers 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 using cookies 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:

1. Number of visitors to our Site;
2. Pages visited whilst using the Site and time spent per page;
3. Page interaction information, such as scrolling, clicks and browsing methods;
4. Source location and details about where users go when they leave the Site;
5. Page response times and any download errors;
6. Technical information relating to end user devices, 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, Google and/or Instagram.

If you wish to limit or reject cookies associated with our website you can do this in your browser settings. Please be aware that by choosing to limit or reject cookies from our website may you may not be able to use or benefit from certain features, particularly the features designed to personalise your experience.

Changes to our policy & future processing

This Privacy Statement was last updated on 1/2/2026 and is reviewed upon changes to relevant Data Protection Legislation being published.

We do not intend to process your personal information except for the reasons stated within this Privacy Statement. We reserve the right to update this Privacy Statement from time to time. Where appropriate, we shall contact you to notify you of any material changes to the Privacy Statement. You should also refer to our website periodically so that you may access and view our updated Privacy Statement. This will ensure that you understand how we are using your personal data and your legal rights around our usage of such personal data.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint