Willow Nutrition Telehealth Disclosure and Privacy statement

In view of transparency, this document outlines information related to the ethos, data processing, background workings, intentions and integrity of Willow Nutrition.

Jess Willow is a Registered Dietitian (RD) with CORU (DI015640) and the Irish Dietetic and Nutrition Institute (1851). As a registered dietitian, Jess is bound to a code of professional conduct and ethics for dietitian;s. 

The Type of personal information we collect

We currently collect and process the following information:

  • IP Address
  • Information via cookies (unless cookies are disabled)
  • If you subscribe to our mailing list: name and email address
  • If you avail of our services or work for us on a contractual basis: personal identifiers, contacts and characteristics (for example, name and contact details)
  • If you avail of our clinical services: personal identifiers, contacts, health and nutrition information

How we get personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • When you visit this website, your IP address is anonymised before this is shared with Google Analytics (in order to monitor broad trends). This means that no data is collected which could identify an individual. Certain information is also collected using JavaScript, such as: the browser type and version, time zone setting, operating system and platform, information about your visit, including specific webpages on the site, clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
  • This website uses cookies – these are small text files which are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
  • If you choose to subscribe to our mailing list, your email address is added to a secure list within our Convertkit account so that we can send you emails. All subscribers to this email list are clearly informed about how their data will be used, stored, processed and tracked using the Convert kit service on my newsletter sign-up notice before choosing whether to opt-in or not. This highlights that subscribers will be sent my monthly newsletter, as well as information and offers from time to time which I feel may be of interest. Subscriber’s email addresses are used for no other purposes than those outlined above, and you are free to opt-out at any time. Verifiable consent is obtained using a General Data Protection Regulation (GDPR) compliant sign-up form which stores permission data in list export files (as advised by the Convert kit service). All subscribers are free to change their information or opt-out from my newsletter at any time.
  • If you avail of any of Willow Nutrition Services, relevant information which is needed to complete these services may be collected. For example: contact details to facilitate communication, details needed for invoicing, information about a project, or information needed for completing an individual nutritional assessment. Explicit informed consent is obtained prior to gathering any of this information using Willow Nutrition’s Terms and Conditions (for consultancy services) or client consent form (for individual nutritional advice).

We use the information that you have given us in order to:

  • Optimise the functionality and content of this website
  • Facilitate business functioning 
  • Provide products and services (if you have opted in to these)

Privacy Policy

Your privacy is very important to us. 

This privacy policy as part of the overall disclosure policy will explain how Jess Willow RD uses and protects any personal information collected from you when you use our website and services. We advise that you read this Privacy Statement in full to ensure that you are aware of your rights. We are committed to ensuring that your privacy is protected. We reserve the right to change this Privacy Statement as appropriate. 

By using this website, www.willownutrition.ie, you are accepting the terms of this Privacy Statement. If you do not agree with, or you do not accept any aspect of the Privacy Statement, please do not use this website. 

We do not share your personal information with anyone – unless for the purpose of onward referral ro feed back to your GP or referrer. This will have been agreed with your prior to sharing. 

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What data do we collect and what may it be used for?

We collect data and process data when you:

  • Email us via the contact form on the website or email us directly via jess@willownutrition.ie. We may store details relevant to providing you with the service, including contact details, information about the project or service requested and invoicing details.
  • If you avail of any services, relevant information which is needed to complete these services may be collected. For example: contact details to facilitate communication, details needed for invoicing or information needed for completing an individual nutritional assessment. Explicit informed consent is obtained prior to gathering any of this information using the recorded client agreement for individual nutritional advice via Zoom.
  • Pay for your consultation or programme. We use Paypal and Stripe Payments to manage payments securely. When you purchase from us via a third party service, all information provided by you is stored and used securely in line with their policies. 

 

Security and storage of your data

Jess Willow RD is committed to ensuring that all personal information is secure. 

  • In order to prevent unauthorised access or disclosure, Jess Willow RD has put in place procedures to safeguard and secure any information collected. This includes the security of the electronic devices used to process personal data (via use of a firewall and only password protected electronic devices are used).
  • We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store order information for 10 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.
  • Any information provided by you via email, contact form, video call or telephone that is not linked to ongoing consultations will be deleted after 1 year.
  • Your data will be stored for eight years in accordance with the CORU Standards for Records and Record-Keeping (as these are medical records). For clients under the age of 18, records will be kept until your 21st birthday.
  • Service providers used to store and process information related to carrying out dietetic services for clients all have robust security procedures in place and are GDPR compliant. These service providers include:  Cloud Storage Services, Halaxy nutritional software for storage of clinical information data and Zoom video conferencing software, Convert kit mailing software. All information is handled confidentially. CORU record-keeping guidelines are strictly adhered to for one to one consultations.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

 

Sponsorship/Advertising/Reviews

  • Jess Willow RD will always disclose if there is a professional or financial relationship that could appear to influence the content of a post. Willow Nutrition will adhere to the IAB (Internet Advertising Bureau) and Advertising Standards of Ireland (ASAI) guidelines for sponsorship and advertising.
  • As per CORÚs code of professional conduct and ethics Jess Willow RD will ensure any advertising is truthful, accurate, lawful and not misleading.

Communication Policy 

  • Jess Willow RD will aim to answer any nutritional based queries and questions within our scope of practice. If we are contacted in relation to a topic which falls outside of our scope of practice or we feel another dietitian may be more suitable for an individual’s needs, we may signpost to another professional who has expertise in that specific area. Your personal information will never be sent onto a second party unless explicitly requested to do so. 
  • Jess Willow RD cannot provide individual nutritional advice unless a full nutritional assessment has been completed.

Updated July 2024