Personal data collected on the website
Your data is collected by The Essence of Presence. Personal data means any information relating to an identified or identifiable natural person; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more elements specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. The personal data collected on the website are mainly used by the administrator for maintaining relations with you and, if applicable, for processing your orders.
Personal data that I process and record in the client’s data file
For the purpose of my practice, it is important that I have all the information available in order to provide safe and responsible breathwork/bodywork or therapeutic treatment. For this purpose, I collect, besides the normal personal data as mentioned above, also so-called special or sensitive personal data. This concerns information about your general condition and health. Please note that you yourself are responsible for the completeness of the information provided. During our first appointment/intake, I will ask you for these special personal data. I keep a personal file for each client. This consists of:
- Client card with client data, which I ask for by means of an intake form before or during the intake. This includes personal data such as name, address, telephone number, email address, date of birth, client number for administration purposes, possibly company name and details relevant to scheduling appointments and details regarding your health, so that I can take note of this at a glance at every appointment;
- Appointment summary (to provide insight into the course of the process over time);
- Session notes for the purpose of gaining insight into the theme, the structure of the treatment, the client’s reactions, and new relevant information in addition to the intake (events/changes on a physical/mental/emotional/social/spiritual level).
What I record in addition to the above:
- Session notes as described above: the treatment plan, consisting of very extensive anamnesis, possibly reports of the sessions.
Furthermore, I can (possibly) use your data to:
- Process your payment
- Send you an offer
- Call or email you if necessary
- Inform you about changes in my services
- For my tax return
By using my services and information, you automatically agree to this privacy statement and the conditions it contains. Therefore, no separate consent form is used. For the processing of personal data of people younger than 16 years, I ask for written permission from their parents/guardian.
Storage, safekeeping and security of data
The Essence of Presence takes the protection of data of its clients seriously and takes measures to prevent abuse, loss, unauthorised access, unwanted disclosure and unauthorised changes. If you feel that your data is not properly protected or that there are indications of misuse, please contact me at email@example.com.
As your practitioner, I have sole access to client files and the information they contain. Client files are digital documents supplemented with loose notes. I keep the digital documents on a password-protected computer. By exception, client cards are also stored in hard copy in a folder. The possible paper part of the client files I keep at home in a folder in a locked cabinet, as well as administrative data for the tax authorities. I save the invoices on my computer. This way I can quickly check things if a question arises for me or for you.
Processing of personal data
In the event of a violation of any laws or regulations, of which the visitor is suspected and for which the authorities require personal data collected by the manager, these will be provided to them following an explicit and substantiated request by those authorities, after which this personal data will no longer fall under the protection of the provisions of this privacy statement. If certain information is necessary in order to gain access to certain functionalities of the website, the manager will indicate the mandatory nature of this information at the time of requesting the data.
Sharing of personal data
Your personal data will be treated with the utmost confidentiality. In very rare circumstances, it may happen that some of your data is shared with third parties. For example, in case of unwellness in the studio where a doctor/ambulance must be called. The Essence of Presence solely provides information to third parties and only if this is necessary for the implementation of our agreement with you or to meet a legal obligation.
The Essence of Presence uses only technical, functional and analytical cookies that do not infringe on your privacy. A cookie is a small text file that will be stored on your computer, tablet or smartphone when you visit this website for the first time. The cookies we use are necessary for the technical functioning of the website and your ease of use. They ensure that the website works properly and remember, for example, your preferences. They also enable us to optimise our website. You can unsubscribe from cookies by configuring your internet browser in such a way that it no longer saves any cookies. Besides that, you can also remove all information that has been saved before by using the settings of your browser.
The Essence of Presence makes use of several techniques to keep track of who visits the website, how this visitor behaves on the website and which pages are visited. This is a common practice for websites because it provides information that contributes to the quality of the user experience. The information that The Essence of Presence records via cookies includes IP addresses, browser type and pages visited. We also monitor where visitors first visit the website and from which page they leave. This information is kept anonymous and is not linked to other personal information.
The website of my practice, The Essence of Presence is functionally managed and hosted by No concept & design. The data entered on the contact form is sent through the website and the hosting. Therefore, The Essence of Presence has concluded a so-called processor’s agreement with this party in order to ensure the same level of security and confidentiality of your data. The website of The Essence of Presence is provided with the AVG required SSL certificate. This certificate ensures that all data sent from and to the website visitor are encrypted.
How long I keep personal data
The Essence of Presence will not keep your personal data longer than strictly necessary to realise the goals for which your data are collected. The data for the tax authorities will, as required by law, be kept for 7 years. Files of clients who have not used my services for 2 years will be deleted.
These terms and conditions are governed by Dutch law. The court of the administrator’s place of residence shall have exclusive jurisdiction in any dispute concerning these terms and conditions, except where a statutory exception applies.
What do I do in the event of a data breach?
A data breach is reported as soon as possible after its discovery to the client affected and – depending on the nature and seriousness of the data breach – possibly to the Dutch Data Protection Authority. This will also be recorded and documented.
What rights do you have regarding your personal data?
You have the right to access, rectify or delete your personal data. Furthermore, you have the right to withdraw your possible consent for the data processing or object to the processing of your personal data by The Essence of Presence and you have the right to data portability. This means that you can request to send the personal data I have of you in a computer file to you or another organisation named by you. You can send a request for inspection, correction, deletion, data transfer or a request to withdraw your permission or objection to the processing of your personal data to firstname.lastname@example.org. To make sure that the request for inspection was made by you, I ask you to send a copy of your identity document with the request. Please make sure that your passport photo, MRZ (machine readable zone, the strip of numbers and letters at the bottom), passport number and Citizen Service Number (BSN) are blocked out in this copy. This is to protect your privacy.
I will respond to your request as soon as possible, but within four weeks. The Essence of Presence would also like to point out that you have the possibility to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. You can do so via the following link.
Management of the website
For the proper management of the website, the administrator may at any time:
- suspend, interrupt or restrict access to all or part of the website to a particular category of visitor;
- remove all information that can disrupt the functioning of the website or is in breach of national or international legislation or in breach of Internet etiquette temporarily make the website unavailable in order to be able to carry out updates
The administrator is in no way responsible for failures, malfunction, difficulties or interruptions in the operation of the website, resulting in the website or one of its functionalities being inaccessible. The way in which you connect to the website is your own responsibility. You are responsible for taking all appropriate measures to protect your equipment and data against, among other things, virus attacks on the Internet. You are also responsible for the websites and the data you consult on the Internet. The administrator is not liable for any legal action which may be taken against you:
- due to the use of the website or services accessible via the Internet;
The administrator shall not be responsible for any damages incurred by you or any third party or your equipment as a result of your connection to or use of the website. You will refrain from any action against the administrator as a result. If the administrator becomes involved in a dispute as a result of your use of this website, they are entitled to recover from you all damages they suffer and will suffer as a result.
The Essence of Presence
This post is also available in: Dutch