Policies & Client Information

Professional Standards & Client Care

I am committed to providing a professional, respectful and supportive environment for everyone who comes to Middlefield Wellness Centre.

I work within the scope of my training, experience and professional responsibilities, and I aim to treat every client with dignity, respect and consideration.

For my CranioSacral Therapy practice, I work in accordance with the professional standards and Code of Ethics and Practice of the Cranio Sacral Society.

Respect & Inclusivity

I welcome people of all backgrounds, beliefs and identities.

Your individual values, beliefs and experiences will be respected, and I aim to provide an environment in which you feel comfortable and able to ask questions.

Consent

Before beginning a therapy or wellness service, I will explain what is involved and obtain appropriate consent.

Consent is an ongoing process throughout every appointment. You may ask questions at any stage, ask for an approach or position to be changed, or ask me to stop the session at any time.

Your personal boundaries will always be respected. For hands-on and movement-based appointments, I will explain what I am doing where appropriate and check that you remain comfortable.

Clothing & Appointments

All sessions at Middlefield Wellness Centre are carried out fully clothed. This includes CranioSacral Therapy, New Vision Therapy, Postural Alignment Therapy, Healing From the Core, Bio Resonance support, Tuning Fork Therapy, Seasonal Reset and wellness programmes.

For hands-on and movement-based appointments, please wear comfortable clothing that allows you to move easily. No current Middlefield Wellness Centre service requires clothing to be removed.

Scope of Practice

The therapies, assessments and wellness approaches I provide are complementary and are not a substitute for appropriate medical care.

I do not diagnose medical conditions, prescribe medication or advise you to disregard medical advice, medication or treatment.

I do not promise cures or guarantee particular outcomes. Each person is different and individual experiences of complementary therapies and wellness approaches vary.

If something is outside the scope of my training or I believe another professional would be better placed to support you, I may recommend that you speak with your GP or another appropriately qualified healthcare professional.

I respect the role of conventional healthcare and will not countermand advice or treatment provided by your medical professionals.

Health Information

For some services I need to understand relevant aspects of your health history before working with you.

For new clients booking CranioSacral Therapy, New Vision Therapy or a Seasonal Reset Session, I take a relevant health history by telephone before your first hands-on appointment.

This helps me consider information that may be relevant to the service before you attend and allows your appointment to focus on the hands-on work.

Please tell me about relevant changes to your health, medication, treatment or circumstances where these could affect the service you receive.

Health information is treated confidentially and managed in accordance with my Privacy & Data Protection Policy.

Confidentiality

Information you share with me is treated confidentially.

I maintain appropriate consultation and session records and store them securely.

Information will not normally be shared with another person or professional without your agreement.

There may be exceptional circumstances where information needs to be disclosed, for example where this is required by law or where there is a serious safeguarding concern.

Children & Young People

Where I work with a child or young person, I will obtain appropriate parent or guardian consent and appropriate parent or guardian contact information.

Clients under the age of 16 must be accompanied by a parent or guardian for the duration of their session. I will communicate in a way that is appropriate to the young person’s age and understanding and will respect their comfort and boundaries throughout.

A child’s or young person’s information is handled respectfully and confidentially where appropriate. Confidentiality may need to be limited where there is a safeguarding concern or disclosure is required by law. Where appropriate and safe to do so, this would normally be discussed with the parent, guardian or young person.

Information about children and young people is retained as explained in the Privacy Notice below.

Referrals

There may be occasions when I recommend that you speak with your GP or another practitioner or healthcare professional.

Where information needs to be shared as part of a referral, I will normally discuss this with you and obtain your agreement first. I will share only relevant information that is necessary for the referral.

Questions, Feedback or Concerns

I welcome questions about the way I work and encourage you to raise anything you are unsure or unhappy about.

If you have a concern about a session or professional service you have received, please contact me so that I have an opportunity to understand and respond to it.

I will acknowledge general concerns or complaints as promptly as reasonably possible and will aim to respond fully within an appropriate timeframe. This general concerns process is separate from the statutory data-protection complaints process explained in the Privacy Notice below.

Where appropriate, you may also have access to a complaints procedure through the relevant professional body.

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Appointments, Cancellations & Rescheduling

I understand that sometimes plans change and you may need to rearrange an appointment.

This policy helps me manage appointment time fairly and gives me the opportunity to offer cancelled appointments to other clients.

Cancelling or Rescheduling

If you need to cancel or rearrange your appointment, I ask that you give me at least 48 hours’ notice wherever possible.

There is no cancellation charge simply because an appointment is cancelled between 24 and 48 hours beforehand.

You can contact me by:

Email: gail@middlefieldwellnesscentre.co.uk
Telephone/Text: 07761 676794

Less Than 24 Hours’ Notice

If you cancel with less than 24 hours’ notice, a charge of 50% of the appointment fee may be charged.

Missed Appointments

If you do not attend your appointment and have not contacted me to cancel, 50% of the appointment fee may be charged.

Illness & Genuine Unexpected Circumstances

I understand that illness, emergencies and genuine unexpected circumstances happen. These circumstances may be considered individually, so please contact me as soon as you can.

Late Arrival

If you arrive late, the time available for your appointment may be reduced because later appointments should not be delayed.

Where possible, I will provide the most appropriate session within the time remaining.

Thank you for respecting my appointment time and giving as much notice as possible when plans change.

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Equine CranioSacral Therapy Policy

Equine CranioSacral Therapy is a complementary hands-on approach and does not replace appropriate veterinary care.

Equine appointments are arranged directly with me rather than through my standard online booking system.

Scope of My Equine Work

I work within the scope of my training and experience.

I do not diagnose veterinary conditions, prescribe veterinary treatment or advise you to disregard the advice of your veterinary surgeon.

The horse’s welfare always comes first.

Veterinary Care

I ask that horses I work with are registered with a veterinary surgeon.

If your horse has a known or suspected injury, disease, pathology or other health concern, veterinary assessment or involvement may be required before I proceed with hands-on work.

Where the work would be considered remedial treatment, appropriate veterinary direction or involvement may be required.

If I become concerned during an appointment that something may require veterinary assessment, I may stop the session and recommend that you contact your veterinary surgeon before further sessions take place.

Routine complementary maintenance work with a healthy horse is different from attempting to assess or address a veterinary condition.

Veterinary Information & Consent

Where appropriate, I may ask for your veterinary surgeon’s details or for permission to communicate with them.

Information will only be shared where necessary and in accordance with my Privacy & Data Protection Policy, unless disclosure is otherwise required by law or necessary for an overriding animal-welfare reason.

During the Session

I work with the horse as an individual and do not force a session if the horse is uncomfortable or unwilling to participate.

A session may be adapted or stopped if I believe continuing would not be appropriate for the horse.

Arranging an Equine Appointment

Equine CranioSacral Therapy appointments are arranged directly with me so that I can first find out a little about your horse, where they are kept and why you are considering a session.

Email: gail@middlefieldwellnesscentre.co.uk Telephone/Text: 07761 676794

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Privacy Notice & Data Protection

Last updated: August 2026

Your privacy is important to me.

This Privacy Notice explains what personal information I collect, why I collect it, how I use and protect it, how long I keep it and the rights you have in relation to your information.

Some of the information I collect in connection with my therapies and wellness services relates to your health. Health information is classed as Special Category Data under UK data-protection law and receives additional protection.

Who Is Responsible for Your Information?

I, Gail McPherson, trading as Middlefield Wellness Centre, am responsible for the personal information I collect and use in connection with my practice.

For data-protection purposes, I am the data controller.

Middlefield Wellness Centre Middlefield Farmhouse Kingskettle Fife KY15 7TS

Email: gail@middlefieldwellnesscentre.co.uk Telephone: 07761 676794

What Information I May Collect

Depending on how you interact with me and which service you use, I may collect:

• your name and contact details
• your address where relevant
• your date of birth where relevant
• booking and appointment information
• information you provide when making an enquiry
• your medical and health history
• information about medication, previous treatment, injuries or surgery where relevant
• information about your physical or emotional well-being where relevant to the service
• consultation and session notes
• records of consent
• information provided during telephone health-history consultations
• correspondence between us
• payment and transaction information
• parent or guardian information where I work with a child or young person
• relevant information connected with an equine enquiry, including yard and veterinary details where appropriate
• information processed through Insight Health Apps where you choose to use one of those services

I only collect information that is reasonably necessary for the purpose for which it is being used.

Where I Get Your Information

Most personal information is provided directly by you.

I may also receive information through services you choose to use, such as my Setmore booking system or Insight Health Apps.

If another healthcare professional or veterinary surgeon provides information about you or your horse, this would normally be with appropriate authority or consent.

Why I Use Your Information

I may use your personal information to:

• respond to an enquiry
• arrange a free consultation
• arrange, manage or reschedule appointments
• take an appropriate health history
• consider whether a service is suitable for me to provide
• provide the therapies, assessments or programmes you have requested
• maintain appropriate consultation and session records
• communicate with you about appointments or services
• process and record payments
• deal with questions, feedback or complaints
• meet professional and insurance requirements
• comply with legal, financial, tax or regulatory obligations
• protect the security and operation of my practice and website

I do not sell your personal information.

My Lawful Bases for Using Personal Information

UK data-protection law requires me to have an appropriate lawful basis for using personal information.

Depending on the purpose, I may rely on:

Contract

I use information such as your contact details and booking information where this is necessary to provide a service you have requested or to take steps at your request before providing that service.

Legitimate Interests

I maintain appropriate consultation, session and business records because I have a legitimate professional interest in maintaining continuity, operating my practice responsibly, meeting professional expectations and being able to respond appropriately to questions, concerns or complaints.

I consider your privacy and rights before relying on legitimate interests.

Legal Obligation

I may need to use or retain certain information where this is necessary to meet legal, financial, tax or other regulatory obligations.

Consent

Where consent is the appropriate basis, for example for certain optional communications, you can withdraw that consent.

Consent to receive a therapy or wellness service is separate from the lawful basis used to process your personal information.

Special Category Health Information

Information relating to your health is Special Category Data and receives additional protection under UK data-protection law.

Before processing health information, I identify and document an appropriate lawful basis under Article 6 of the UK GDPR and an appropriate condition for processing Special Category Data under Article 9, taking account of the Data Protection Act 2018 where relevant.

I am subject to confidentiality requirements through the professional standards and Codes of Ethics that apply to my practice.

I only collect health information that is relevant to the service I am providing and I treat this information as confidential.

Telephone Health-History Consultations

For some services, including CranioSacral Therapy, New Vision Therapy and Seasonal Reset Sessions, I take a relevant health history by telephone before a new client’s first hands-on appointment.

Relevant information from that conversation may form part of your confidential client record.

Online Booking Through Setmore

I use Setmore for online appointment booking.

When you make a booking through Setmore, information such as your name, contact details, chosen service, appointment date and time is processed through the Setmore platform.

Setmore may also send appointment confirmations, reminders, cancellations or other service-related notifications where those features are used.

Information processed through Setmore is also subject to Setmore’s own privacy and data-protection arrangements.

Insight Health Apps

I use Insight Health Apps for certain frequency-based wellness services, including Genius Voice Scan and Bio Resonance support.

Where you choose to complete a scan, a voice recording and an image are submitted through the Insight Health Apps application for processing.

When the information is ready, I receive an email notification with a code that allows me to access the relevant information through the system.

Where I send frequencies to you through Insight Health Apps, they are delivered through the application and you receive an email notification containing a code allowing you to access them.

Information processed through Insight Health Apps is also subject to its own privacy and data-protection arrangements.

Information generated through these services is used for complementary wellness purposes and is not treated by me as a medical diagnosis or replacement for appropriate medical investigation or care.

Payments

Where you make a payment for a service, I may retain appropriate transaction and accounting records.

I do not take credit card payments directly.

Where payment is made by another method or through an external provider, any personal information connected with that payment is handled in accordance with the provider’s own privacy and security arrangements.

I retain only the financial information I reasonably need for accounting, tax and business records.

Who I May Share Information With

Your information is treated as confidential and I do not routinely share client information with other people.

There may, however, be limited circumstances in which information needs to be shared.

These may include:

• my professional indemnity insurer if a complaint or claim arises
• professional or legal advisers where necessary
• my accountant where relevant financial information is required
• Setmore in connection with online booking
• Insight Health Apps where you choose to use its technology
• website and email service providers
• your GP or another healthcare professional where you have agreed that information should be shared
• a veterinary surgeon where appropriate and where relevant permission or authority is in place
• public authorities or regulators where disclosure is legally required

I only share information that is reasonably necessary for the relevant purpose.

Safeguarding & Legal Disclosure

There may be exceptional circumstances where I have a legal or professional responsibility to disclose information, for example where there is a serious safeguarding concern or where disclosure is required by law.

Where it is appropriate and safe to do so, I would normally discuss this with you first.

Children & Young People

Where I work with a child or young person, I may collect relevant personal and health information about them and contact information for their parent or guardian.

Clients under 16 must be accompanied by a parent or guardian during their session.

Information relating to children and young people is handled with the same care and confidentiality as other client information.

How Long I Keep Client Records

I do not keep personal information for longer than is reasonably necessary.

Adult client records

Adult consultation and session records are retained for seven years after the final session.

Clients under 18

Records relating to clients under 18 are retained until the client reaches the age of 25.

Financial records

Financial and accounting information is retained for the period required by applicable tax and accounting obligations.

General enquiries

Information from unsuccessful or general enquiries is retained only for as long as reasonably necessary to respond to the enquiry and complete any appropriate follow-up.

Records may occasionally need to be kept for longer where there is a particular legal, safeguarding, professional or insurance reason for doing so.

When information is no longer required, it is securely destroyed or deleted.

Keeping Your Information Secure

I take reasonable steps to protect the information I hold from loss, misuse, unauthorised access or disclosure.

Paper consultation and client records are stored securely in a locked filing system at Middlefield Wellness Centre.

Electronic information is protected using password-protected accounts and the security measures provided by the services and systems I use.

Access to my client records is restricted to me unless information needs to be shared for one of the limited purposes described in this policy.

Website & Cookies

My website is hosted using WordPress. WordPress and its associated services may use cookies and similar technologies that are necessary for the operation, security and performance of the website, and may collect limited website usage information through services such as WordPress/Jetpack Stats.

I do not independently use Google Analytics, Meta Pixel or other advertising or behavioural tracking tools on the Middlefield Wellness Centre website.

My website also contains links to external services, including Setmore, Insight Health Apps, Nu Skin and Amazon. If you follow one of these links, the external service may use its own cookies and tracking technologies. Its own privacy and cookie information will apply.

International Data Processing

Some technology and service providers may process or store information outside the United Kingdom.

Where an external provider processes personal information outside the UK, its own privacy information explains the safeguards it uses for international data processing. I do not make assumptions about a provider’s safeguards beyond the information it publishes.

Marketing

I will not add you to marketing communications simply because you have booked an appointment or used one of my services.

Where I ask for your consent to receive optional marketing or promotional communications, you can change your mind or unsubscribe at any time.

Your decision about marketing does not affect your ability to use my services.

Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

• ask what personal information I hold about you
• request a copy of your personal information
• ask me to correct inaccurate or incomplete information
• request deletion of information in certain circumstances
• ask me to restrict how information is used in certain circumstances
• object to certain processing
• request data portability where the right applies
• withdraw consent where consent is the lawful basis
• object to direct marketing at any time

These rights are not all absolute.

For example, I may need to retain treatment records despite a request for deletion where there is an appropriate legal, professional or insurance reason for doing so.

To exercise one of your data-protection rights, please contact me at:

gail@middlefieldwellnesscentre.co.uk

Data-Protection Complaints

If you are unhappy about the way I have collected, used, stored or shared your personal information, you can make a data-protection complaint directly to me.

Please email:

gail@middlefieldwellnesscentre.co.uk

Where possible, use Data Protection Complaint as the subject of your email and explain what you would like me to investigate.

I will:

• acknowledge receipt of your data-protection complaint within 30 days
• without undue delay, take appropriate steps to investigate and respond to it, including making appropriate enquiries where necessary
• keep you appropriately informed about progress
• tell you the outcome without undue delay

If you remain unhappy after I have considered your complaint, you also have the right to raise the matter with the Information Commissioner’s Office (ICO).

Changes to This Privacy Notice

I may update this Privacy Notice if my services, systems or legal and professional obligations change.

The date shown at the top of the Privacy Notice will indicate when it was last updated.

Acceptable Use Policy

Please use the Middlefield Wellness Centre website lawfully, responsibly and in a way that does not interfere with its security, availability or use by other visitors.

You must not attempt unauthorised access, introduce malicious code, misuse website forms, copy or exploit content unlawfully, or use the website to send abusive, misleading or unlawful material.

External links are provided for convenience. When you follow one, the external provider’s own terms and privacy information apply.

If I become aware of misuse, I may restrict access or take other appropriate action.