Terms and Conditions
These terms and conditions are governed by and interpreted in accordance with the laws of England and Wales. Oxfordacupuncture.com reserves the right to change any policies and terms and conditions at any time by posting new policies and terms and conditions on the oxfordacupuncture.com website.
This website has been created by and is the copyright of oxfordacupuncture.com and Heather Davidson. All rights are reserved. No materials, images or text may be downloaded, copied, modified, published, broadcast or otherwise used or distributed for either commercial or personal use without prior written permission of Heather Davidson and oxfordacupuncture.com.
Once a verbal, electronic or written booking has been accepted by oxfordacupuncture.com the patient/client will have entered into an agreement to have treatment based on these Terms and Conditions and the fee for the treatment will be deemed due accordingly. All therapies used are covered by the term treatment.
Payment is in cash or by card. Payment for each treatment is due in full at the end of every session. Payment for the “First Five” package is due in full at the end of the first treatment of the package. The “First Five” package is to be taken within a six-month period. You are advised to schedule all five appointments at the first session to make sure that you can fit all the treatments in within six months, otherwise there is no guarantee that an appointment will be available. The discounted rate offered in the “First Five” package expires six months after the first treatment of the package. If you do not take all treatments within six months the discount no longer applies to the remaining treatments and you will be required to pay the difference between the discounted price and the standard treatment price.
The First Five package cannot be refunded in part unless the package is cancelled by the practitioner. In this case the amount corresponding to the standard rate of the completed sessions will be retained and the remainder refunded.
Appointment cancellations, postponements and rescheduling
Please note that in the interest of patient equality the cancellation policy is strictly applied to the exact time of 48 hours. If for any reason you cancel, postpone or reschedule a treatment with less than 48 hours’ notice the full treatment cost remains due for the reserved time slot. This fee is payable within 14 days or at the next session, whichever is earlier. We reserve the right to charge the card on record for the fee.
If a cancelled, postponed, or rescheduled session is part of the “First Five” package with less than 48 hours’ notice that session from the package is lost.
If you are late for an appointment, it may not be possible to treat you beyond the time slot reserved for you and in some cases, it may not be feasible to start the session. If it is possible, please contact the clinic to tell them of any delay. Your appointment may be cancelled if they have not heard from you within 20 minutes of the agreed appointment time and the cancellation policy might apply.
Links to other web sites are provided in good faith and for information only. Oxfordacupuncture.com is not responsible for information contained in any website linked to oxfordacupuncture.com.
Personal data we may hold about you include your contact and appointment details. Special category data we may hold about you include your patient notes. This notice applies to information we collect from patients; prospective patients; former patients; and visitors to our website.
All relevant personal information provided will be kept confidential and stored securely. Oxfordacupuncture.com takes the privacy of your information seriously and will not share it with any third party. Your information will not be disclosed to others without your prior consent.
Your personal data is stored and transported electronically. We comply with our obligations under GDPR by storing and destroying it securely; by not collecting or retaining excessive amounts of data; and by ensuring that appropriate technical measures are in place to protect it from loss, misuse and unauthorised access.
Oxfordacupuncture.com uses an electronic booking system for all appointments. Appointments cannot be made outside this system. Oxfordacupuncture.com reserves the right to contact you by email or phone with information about your appointments and treatment. Oxfordacupuncture.com reserves the right to contact you about important updates to treatment sessions including changes to appointment times, the cost of treatments, changes to the terms and conditions, changes to the cancellation policy and other information relevant to your treatment.
We use your name, telephone number and email address to make and rearrange appointments. Appointment emails are not encrypted. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
We use your name and email address to send you information you have requested, updates regarding your treatment, price changes, changes to the terms and conditions or other policies.
We keep a permanent attendance register which records all appointments for patients as required for tax purposes, evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint to our regulatory body, the British Acupuncture Council.
We may use your date of birth to identify patients with the same name and for identification purposes if referring a patient to another health practitioner or registered medical practitioner so that they correctly identify the patient.
Your medical, relevant personal and symptom information is only ever used for the purposes of making a diagnosis and formulating a treatment plan. With your consent this information might be shared with other health professionals if you are referred to them for treatment. To comply with the British Acupuncture Council’s policies your record of treatment is kept for eight years after a last appointment, or until a child is 26 years old, whichever is longer.
In the event of an adverse incident or formal complaint, we report the matter to the British Acupuncture Council and our insurance company to enable them to manage potential claims. This information will include your personal identifying data as well as the details of the incident. We will need your consent to disclose this information, however if consent is refused it will not be possible to handle the complaint or incident on an anonymous basis. All complaints will be kept securely for two years following resolution of the complaint.
Third Party Applications
Mailchimp: oxfordacupuncture.com uses Mailchimp to deliver any patient-wide correspondence. We gather statistics around email engagement using industry standard technology. We do not share this information. For information, please see Mailchimp’s privacy notice.
Website: Google Analytics and Wix collect standard log information of visitor interaction patterns and the visitor numbers. This data is anonymised and does not identify any individual. Website cookies are only used to remember users for the duration of their visit. For ease of use, and unless disabled by the user, a cookie will remember a user who has previously used the online booking system.