Data Privacy Policy

Date effective: 30th July 2026

This Data Privacy Notice of Roots and Seed Herbal. I respect your privacy and committed to protecting your personal information and ensuring transparency in how we collect, use, disclose, and safeguard your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all patients, prospective patients, and visitors to my website.

1. Who I am

I am Natalie Blechner, is a medical herbalist registered with ANP and  the data controller for the personal information I collect and process in the course of providing professional services.

I may collect the following types of personal information when you interact with our website or services:

• Personal Identification Information: Name, email address, shipping and billing address, phone number, and payment details when placing an order. 

• Health and Medical history:  Current and past medication, symptoms, allergies, reactions, relevant test results and family medical history.

• Social and Lifestyle History: Information about diet, lifestyle, medication, supplements, and  wellbeing goals.

• Communication Data: Records of your communications with us, such as emails, chat logs, or customer support inquiries.

• Consultation notes and correspondence

2. How I Use Your Information

Your personal information for the following purposes:

• Provide safe and effective care

• Assess suitability of personalized health advice

• Communicate with you about your care

• Keep accurate clinical records

• Process payments and manage bookings

• Meet professional, insurance, and legal obligations

• Marketing and newsletters subject to your consent

I 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. I will also take reasonable security measures to protect your personal data storage.

I 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.

Your data will never be sold or used for marketing without your explicit consent. Your data may be shared with other parties for the following reasons if you have consented to in the GDPR consent form:

• To obtain functional tests (such as blood or urine).

• For booking and administrative purposes.

• To courier and logistics providers who ship products to you.

• To companies supplying supplements or other products directly to you on my recommendation.

3. Lawful Basis for Processing

I process your personal data under the following lawful bases:

• Contract: to provide you with agreed Naturopathic services.

• Legitimate interests: to maintain records and manage my business safely and professionally.

• Consent: for processing sensitive (special category) health information. You may withdraw your consent at any time.

• Legal obligation: to comply with legal or insurance record-keeping requirements.

Special categories of data included race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health and sexual orientation.

I may hold special category data for the following purposes:

• Provision of direct healthcare

I process your data under the following articles of General Data Protection Regulation:

• Article 6(1)(b) – Contract: to provide professional services requested by you

• Article 9(2)(h) – Provision of healthcare: processing necessary for health and treatment purposes

4. How Your Information Is Stored

All personal information is stored securely in:

• Password-protected devices

• Encrypted clinical software

• Secure cloud storage

• Locked filing cabinets (for paper records) accessible only to me and authorized support staff if applicable.

5. Online Consultations and Electronic Communication

Online consultations are conducted using reputable platforms with appropriate security measures in place. Although all reasonable steps are taken to protect your information, no internet-based communication system can be guaranteed to be completely secure. If you choose to communicate via email, please be aware that standard email is not fully encrypted.

6. How Long Records Are Kept

In line with professional standards and insurance requirements, clinical records are retained for:

• 7 years from the date of last consultation

• For children: until age 25 (or 26 if aged 17 at end of treatment)

After this period, records are securely deleted or destroyed. In certain cases, such as where records may be relevant to an insurance claim or legal proceeding, they may be retained for longer.

7. Data Regulations for Minors

Where the client is under the age of 18, consent from a parent or legal guardian is required before treatment can begin. The child remains the data subject under data protection law. Both parents may have the right to access the child’s records unless there is a legal restriction or court order in place that limits this access.

8. Sharing Your Information

I will not share your information with third parties unless:

• You have given explicit consent (for example, to share with your GP or another healthcare provider).

• Disclosure is required by law (for example, in cases of serious risk of harm).

It is necessary for accounting or administrative purposes (e.g., my professional indemnity insurer or accountant, who are GDPR-compliant).

9. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data I hold about you.

• Request to move, copy or transfer your data to a third party.

• Request correction of inaccurate information

• Request deletion of your data (where legally permissible)

• Restrict or object to certain forms of processing

• Withdraw consent at any time

• Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

Please note that clinical records cannot be deleted where retention is required by law, insurance, or professional standards.

10. Communication and Updates

I may occasionally update this Privacy Notice to reflect legal or procedural changes.

The latest version will always be available on request