Privacy Policy

Sophie Trotman Nutrition retains some information about you. Our Privacy Policy explains how that information is used, who we may share that information with and how we keep it secure. This Policy is not exhaustive, but should you require further explanation please contact us and we would be happy to provide any additional information or explanation needed. Any requests for this should be sent via the contact page. We keep our Privacy Notice under regular review. This Privacy Notice was last reviewed in June 2020

What We Do

Sophie Trotman Nutrition provides nutritional therapy services to clients to improve their health through diet and lifestyle interventions. Focusing on preventative weight loss, healthcare, and health conditions. Through nutritional therapy consultations, dietary and lifestyle analysis, Sophie Trotman Nutrition aims to understand the underlying causes of your health issues which we will seek to address through personalised dietary therapy, supplements, and lifestyle advice.
We also offer other services such as corporate wellness programmes, workshops and educational talks and online events.

How We Obtain Your Personal Data

Information provided by you
You provide us with personal data in the following ways:
By completing a nutritional therapy questionnaire
By signing a terms of engagement form
During a nutritional therapy consultation
Through email, over the telephone or by post
By taking credit card and online payment
This may include the following information:
Basic details such as name, address, contact details and next of kin
Contact details we may have such as referrals and appointment requests
Health information including your previous medical history, dietary, lifestyle, supplement and medicine details, any allergy testing you may have had, consultation notes and health improvement plans
GP contact information
Bank details

We use this information to help us make a planned programme for you and ensure you are safe and looked after. This means that the legal basis of our holding your personal data is for legitimate interest.

Following completion of your healthcare we retain your personal data for the period defined by our professional association BANT and registrant body, CNHC. This enables us to process any complaint you may make. In this case the legal basis of our holding your personal data is for contract administration.

Information we get from other sources
I may obtain sensitive medical information in the form of test results from biochemical testing companies. I use this information to provide you with direct healthcare. This means that the legal basis of our holding your personal data is for legitimate interest.

I may obtain sensitive information from other healthcare providers. The provision of this information is subject to you giving us your express consent. If I do not receive this consent from you, I will not be able to coordinate your healthcare with that provided by other providers which means the healthcare provided by us may be less effective.
How we use your personal data

We act as a data controller for use of your personal data to provide direct healthcare. We also act as a controller and processor regarding the processing of your data from third parties such as testing companies and other healthcare providers. We act as a data controller and processor regarding the processing of credit card and online payments.

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

We may use your personal data where there is an overriding public interest in using the information e.g. to safeguard an individual, or to prevent a serious crime. Also, where there is a legal requirement such as a formal court order. We may use your data for marketing purposes such as newsletters, but this would be subject to you giving us your express consent.

We use information held about you in the following ways:
to provide you with information, products, or services that you request from us or which we feel may interest you, where you have asked us to contact you for such purposes.
to carry out our obligations arising from any contracts entered between you and us to improve our services and offering to you.

Where we process the personal data held about you into an aggregated anonymised form, we send that anonymised aggregated data to our suppliers and other partners to help them to provide better services and supplies.

Do you share my information with other organisations?
We will keep information about you confidential. We will only disclose your information with other third parties with your express consent apart from the following categories of third parties:
Our registrant body, CNHC, and our professional association, BANT, for the processing of a complaint made by you
Any advisors that provide a service to us or act as our agents on your behalf and on the express understanding that they keep the information confidential
Anyone to whom we may transfer our rights and duties under any agreement we have with you
Any legal or crime prevention agencies and/or to satisfy any regulatory request (e.g., CNHC) if we have a duty to do so or if the law allows us to do so
We may share your information with supplement companies and biochemical testing companies as part of providing you with direct healthcare. We will not include any sensitive information
We will seek your express consent before sharing your information with your GP or other healthcare providers. However if we believe that your life is in danger then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests.
We may share your case history in an anonymised form with our peers for the purpose of professional development. This may be at clinical supervision meetings, conferences, online forums, and through publishing in medical journals, trade magazines or online professional sites. We will seek your explicit consent before processing your data in this way.

What are your rights?
Every individual has the right to see, amend, delete, or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.
If you want to access your data you must make a subject access request in writing to Under special circumstances, some information may be withheld. We shall respond within 30 working days from the point of receiving the request and all necessary information from you. Our response will include the details of the personal data we hold on you include:
Sources from which we acquired the information
The purposes of processing the information
Persons or entities with whom we are sharing the information
You have the right, subject to exemptions, to ask to:
Have your information deleted
Have your information corrected or updated where it is no longer accurate
Ask us to stop processing information about you where we are not required to do so by law or in accordance with the BANT and CNHC guidelines.
Receive a copy of your personal data, which you have provided to us, in a structured, commonly used, and machine-readable format and have the right to transmit that data to another controller, without hindrance from us.
Object at any time to the processing of personal data concerning you
We do not carry out any automated processing, which may lead to automated decision based on your personal data.
If you would like to invoke any of the above rights then please email
What safeguards are in place to ensure data that identifies me is secure?
We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.
Within the health sector, we also have to follow the common law duty of confidence, which means that where identifiable information about you has been given in confidence, it should be treated as confidential and only shared for the purpose of providing direct healthcare. We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.
We also ensure the information we hold is kept in secure locations, restrict access to information to authorised personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorised users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

How long do you hold confidential information for?
All records held by Sophie Trotman Nutrition will be kept for the duration specified by guidance from our professional association BANT.

Website technical details

We do use electronic forms on our website making use of an available ‘forms module’ which has several built-in features to help ensure privacy. We also aim to use secure forms where appropriate.

To enable us to provide you with the best possible experience of our site and services we may obtain information about your general Internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. Some of the cookies we use are essential for the site to operate.
If you continue to use our site, you agree to our use of the disclosed cookie file.
Cookies are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

If you have a complaint regarding the use of your personal data, then please contact us and we will do our best to help you.
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 1231113.

Copyright Statement
This website and its content are copyright of Sophie Trotman Nutrition– © Sophie Trotman Nutrition 2021. All rights reserved.
Any redistribution or reproduction of part or all the contents in any form is prohibited other than the following:
You may print or download to a local hard disk extracts for your personal and non-commercial use only
You may not copy the content to individual third parties for their personal use or for any form of commercial use.
You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

Privacy Policy