Individual therapy and Couples therapy
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COMPANY INFORMATION
Address: Hiidenoksa 6, 04340 Tuusula
Person responsible for the registers: Emilia Lehmonen, emilia.lehmonen@mindora.fi
Y: 3358938-4
GENERAL TERMS AND CONDITIONS
1. SCOPE OF APPLICATION
These general terms and conditions apply to all agreements made within the framework of Mindora Oy's operations unless otherwise agreed in writing on a case-by-case basis. This means that these terms are by default in effect for all agreements made with Mindora Oy. If it is desired to deviate from these general terms or to agree on additional terms in a particular case, such exceptions must be agreed upon in writing before the agreement is concluded.
2. CONTRACTING PARTY
The company's services are provided either by Mindora Oy's employees or by independent therapists operating as partners (which can be a private entrepreneur or a company employing the experts). The therapists are not in an employment relationship with Mindora Oy. Mindora Oy and the independent entrepreneurs or companies operating as partners adhere to uniform contract terms.
3. FORMATION OF THE AGREEMENT
The agreement is implemented when therapists operating under a trade name or company or Mindora Oy schedule an appointment with the client, or when the service is agreed upon in writing, or when a written acceptance to the offer is received within its validity period.
4. INDEPENDENT RESPONSIBILITY AND LIMITATION OF LIABILITY OF THE CONTRACTING PARTIES
Mindora Oy and the therapists operating under a trade name or company act as independent contracting parties in relation to the client. Each party is directly responsible for the services they provide to the clients. Mindora Oy and the therapists operating under a trade name or company have separate insurances.
Mindora Oy and the therapists operating under a trade name or company are liable for their services up to the agreed service price but do not compensate for indirect damages.
5. PRICING AND PAYMENT DELAYS
All visits are paid via a payment link or with card at the session.
In the event of payment delay, Mindora Oy is entitled to charge interest on arrears in accordance with the Interest Act and reasonable reminder and collection costs. The client is obliged to inform immediately when possible insolvency becomes apparent, but always before the agreed appointment or other agreed time.
The service provider has the right to suspend the service or refrain from booking new appointments if the client does not comply with their payment obligations or if it is apparent that the client will default on payment.
6. CANCELLATIONS
Appointments must be canceled 24 hours before the reservation. Otherwise, a fee according to the price list will be charged. The full price will be charged for appointments not canceled. With a doctor's certificate, it is possible to cancel without fees.
7. ARRIVE LATE
The service provider is not obliged to exceed the agreed time if the client is late for the appointment.
Service providers strive to respect the agreed times. If the service provider is more than 20 minutes late for the agreed appointment, the client has the right to cancel the appointment.
8. CONFIDENTIALITY, PERSONAL DATA, AND RECORDING OF APPOINTMENTS
The collection, storage, disclosure, and destruction of client data and documents comply with the Personal Data Act and other relevant legal and regulatory requirements.
Client information is handled with strict confidentiality and is not disclosed to third parties without the client's explicit consent unless disclosure is necessary due to a mandatory legal requirement. This means that the client's privacy is protected with great care, and information and documents are handled only for their necessary purpose and in accordance with the law.
The goal is to ensure the protection of clients' privacy, the secure handling of data, and compliance with applicable laws and regulations regarding personal data and documents.
The therapist has a duty of confidentiality. However, in special cases, the therapist is subject to the professional's reporting obligation.
9. QUALITY OF SERVICES AND COMPLAINTS
Complaints regarding the quality of services must be directed directly to the service provider. Complaints must be submitted promptly, however, within two weeks of the client noticing the error or deficiency in the service.
The aim is to handle complaints quickly and efficiently so that any ambiguities or errors related to the quality of the service can be addressed as soon as possible. This ensures that the client's concerns are heard and necessary corrective actions can be taken in time to improve service quality.
Active feedback from clients is important for the continuous development of the service, and efficient handling of complaints helps ensure client satisfaction and trust in the service provider.
10. FORCE MAJEURE
The service provider is not responsible for delays in service or other factors caused by reasons beyond the service provider's control. Such reasons can include strikes or other labor disputes, fire, accident, power or telecommunications disruptions, sudden illness of the service provider or their employee, actions by authorities, or other such reasons beyond the service provider's influence and whose effects the service provider cannot reasonably eliminate.
Such unforeseen and uncontrollable situations can cause delays or other difficulties in service delivery, which the service provider cannot control. In such cases, the service provider is not responsible for removing or compensating for the effects, as these events are beyond their control.
It is important that both the service provider and the client are aware of these potential reasons that can affect service delivery. This way, possible misunderstandings can be avoided, and there is an understanding that in certain situations, the service provider's ability to operate may be limited due to reasons beyond their control.
PRIVACY STATEMENT
1. Data Controller
Mindora Oy
Business ID: 3358938-4
Email: emilia.lehmonen@mindora.fi
2. Person Responsible for the Register
Emilia Lehmonen
3. Client Privacy and Client Documents
Information and documents related to the client's care are strictly confidential and their handling is based on the provisions of the Patient Act (785/1992). According to the Patient Act, all patient information must be kept confidential and may only be disclosed to third parties without the patient's explicit consent in specific situations defined by law. This means that patient information cannot be shared or disclosed without the patient's consent unless there is a clear legal basis for doing so.
The purpose of the Patient Act is to protect the privacy and data protection of the patient and to guarantee the patient's right to know how their information is handled. Compliance with the law is of utmost importance, and strict and secure procedures must be followed when handling patient information. This ensures that the patient can trust that their information is safe and handled confidentially.
Social welfare professionals also have a duty under the Act on the Status and Rights of Social Welfare Professionals (817/2015) to keep information obtained in their duties confidential. Additionally, the Personal Data Act (523/1999) applies to the personal data of Mindora Oy's individual clients.
Mindora Oy is committed to keeping all client information strictly confidential and will not disclose information or documents to third parties without the client's explicit consent or a legal requirement. It is important to note that the payer of the service may be an entity other than the client, such as a municipal consortium. However, the payer does not have an automatic right to receive personal information simply because they are the payer. The disclosure of personal information always requires the individual's consent or a specific legal mandate.
This practice ensures that the client's privacy and data protection are fully secured, and personal information is handled only as required by law or with the client's consent. This ensures that clients can trust that their information is handled securely at Mindora Oy.
4. Client Data Protection
Mindora Oy complies with the European Union General Data Protection Regulation and applicable legislation and guidelines from authorities in the processing of personal data. This means that the privacy and data security of our clients and patients are of primary importance to us.
All personal data is processed carefully and securely. Personal data is handled only by individuals who have the right to do so and whose job duties require it. This ensures that personal data is only accessible to those users who have a legitimate need for it.
The use of the patient information system occurs through a strongly encrypted network connection, and users must authenticate themselves strongly when logging into the system. This ensures that access to the information system is restricted to authorized users only.
Client information forms are stored in a locked cabinet in the Mindora Oy office, with keys accessible only to Mindora Oy employees.
5. Client Register
Mindora Oy provides services through its own staff as well as therapists working under a business name or through a company. Information and documents related to the therapy services provided are collected and stored in Mindora Oy's client register. A more detailed description of the client register is provided below.
6. Rights of the Data Subject
The data subject has the right to inspect what personal data concerning them has been stored in the personal data register. The right of inspection is free of charge if exercised once a year.
Information is only disclosed in a way that the identity of the patient or the person inspecting the data can be verified, or the information can be sent to a known address of the patient or the person inspecting the data upon request. Information is not provided via email to protect data security. Information from the registers is disclosed to third parties only with the client's explicit consent or when the disclosure of information is necessary due to a mandatory legal requirement.
When collecting client data, consent may also be requested to collect non-identifiable information for service development and to later send questions or request information in anonymized form for the same purpose. Mindora Oy does not disclose information for direct marketing purposes.
The data subject has the right to request the correction or deletion of incorrect or outdated information or the transfer of data from one system to another. They also have the right to restrict or object to the processing of their data in accordance with Articles 18 and 21 of the EU General Data Protection Regulation.
The data subject has the right to withdraw their previously given consent for data processing or to file a complaint with the supervisory authority regarding issues related to the processing of their personal data.
CUSTOMER REGISTER
1. DATA CONTROLLER
Company name: Mindora Oy (Business ID: 3358938-4)
Address: Hiidenoksa 6, 04340 Tuusula
Email: emilia.lehmonen@mindora.fi
2. CONTACT PERSON FOR REGISTER-RELATED MATTERS
Name: Emilia Lehmonen
Address: Hiidenoksa 6, 04340 Tuusula
Email: emilia.lehmonen@mindora.fi
3. REGISTER NAME
Mindora Oy Customer Register
4. PURPOSE OF PROCESSING PERSONAL DATA
We use the personal data we collect for the following purposes:
- Establishing, maintaining, and developing the customer relationship
- Making notes about visits without identifiable information
- Service provision and billing
- Marketing and customer communication
- Receiving and processing customer feedback
- Continuous improvement of customer service and business operations
- Efficient resolution of complaints, reminders, and problem situations
- Preventing and ensuring against misuse
- Protecting customers' rights and property
- Submitting statutory reports and statements to authorities
- Internal reporting, monitoring, and continuous improvement of operations
- Other similar purposes that promote customer satisfaction and business efficiency
Personal identification numbers are processed only when necessary and appropriate within the framework of the law.
5. CONTENT OF THE REGISTER
The information stored in our customer register includes the following:
- Basic information: customer's name, contact information, billing contact information, guardians of minor patients, and other similar identification details
- Information of the employer, insurance company, or other payer, if applicable
- Information required for claiming compensation from organizations on behalf of the customer
- Information related to the use of services, such as usage, purchase, and cancellation information
- Customer feedback information, such as satisfaction information, comments on the controller's services, and other information received with the customer's consent
- Customer payment and payment behavior information, including payment delay information and billing information
- Processing information of customer data, such as storage date and processor
- Customer consent information related to email, SMS, and other electronic direct marketing, and the use of personal data
- Customer consent information related to the collection of non-identifiable data and contacting for the development of Mindora Oy's operations
- The customer is instructed that by booking an appointment, they consent to these terms
- Notes about visits may be written in an anonymized manner on the computer of a Mindora Oy employee or an independent therapist operating through a business name or company. The computer is password-protected, and paper notes are kept in a locked cabinet. All notes are given to the individual at the end of the appointments or destroyed
6. REGULAR DISCLOSURES OF DATA
Customer data will not be disclosed to third parties without the customer's explicit consent or a compelling legal requirement. Data will also not be disclosed for marketing purposes without the customer's explicit consent.
Data may, however, be used and disclosed, for example, to a collection agency for the collection of overdue receivables.
Anonymized data may be disclosed for service development if the customer has given their consent.
Customer data is processed by Wix, which provides the customer information system. Only the customer's name, phone number, and email address are recorded here. Additionally, customer data is processed by Mindora Oy, which is responsible for managing its own customer register.
7. PRINCIPLES OF REGISTER SECURITY
Anonymized information from customer visits may be written and stored in Mindora Oy's locked cabinet at Hiidenoksa 6, 04340 Tuusula. Customer information forms are also stored in a locked cabinet at the same address.
Mindora Oy also manages its own customer register, which is accessible only to Mindora Oy employees.
Mindora Oy employees and therapists operating through a business name or company have signed a confidentiality agreement. The system is protected by firewalls, strong passwords, and other effective technical means. Customer data databases and regular backups are stored in locked and guarded facilities to ensure their security and confidentiality. This ensures the proper protection and data security of our customers' information.
8. RIGHTS OF THE DATA SUBJECT
The data subject has the right to inspect and, if necessary, correct their data stored in our register. The inspection request must be made in writing to Hiidenoksa 6, 04340 Tuusula.
If there are errors or omissions in the data subject's information, correction requests can be addressed to the person responsible for register matters, Emilia Lehmonen, emilia.lehmonen@mindora.fi.
Additionally, the data subject has the right to prohibit the processing and use of their data for direct marketing purposes. If the data subject wishes to exercise this right, they should contact Emilia Lehmonen, the person responsible for register matters. The data will then be removed from use for these purposes.