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Wise Mind Psychotherapies

PRIVACY POLICY

At Wise Mind Psychotherapies Ltd, we are committed to safeguarding your privacy and data. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when you use our therapy services or interact with our clinic in any manner. We adhere to the United Kingdom General Data Protection Regulation (EU/2016/679) (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as well as guidelines set by the Information Commissioner's Office (ICO).

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This privacy notice outlines the information we collect and what we do with it, from the point of contact to after your therapy has ended. This includes:

  • The lawful basis for holding and using your personal information;

  • The type of information we collect;

  • How we use your information;

  • How we store your personal information;

  • Your data protection rights;

  • Making a complaint.

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'Data controller' is the term used to describe the person/organisation that collects, stores, and is responsible for people's personal data. In this instance, the data controller is Robyn Lithgoe (999705) for Wise Mind Psychotherapies Ltd. The data controller is responsible for the data which they access through their clinical work. Robyn Lithgoe, and Wise Mind Psychotherapies Ltd is registered with the ICO: XX.

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Lawful Basis for Holding and Using Your Personal Information

The UK GDPR states that we must have a lawful basis for processing personal data. Different lawful bases depend on the stage at which we process your data.

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The types of information we collect are:

  • Contact Information: Your name, address, email address, phone number, and emergency contact details.

  • Personal Information: This includes information about your medical history, mental health condition, and other personal details required for therapy services.

  • Payment Information: We collect payment information when you make payments for our services, including credit card details or billing information.

  • Communication Data: Information related to your communications with us, such as emails, messages, and session notes.

  • Website Usage Data: When you visit our website, we may collect data regarding your IP address, browser type, and device information for analytical purposes.

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The UK GDPR also ensures that we look after any sensitive personal information you may disclose to us appropriately. This type of information is called 'special category personal information'. The lawful basis for us processing any special categories of personal information is for providing health treatment (in this case, therapy) and a contract with a health professional (in this case, a contract between your therapist and you).

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How We Use Your Information

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing information are:

  • Your consent: You can remove your consent at any time. You can do this by emailing robyn@wisemindtherapies.co.uk

  • We have a contractual obligation: If you are currently having therapy or are in contact with us to consider therapy, we will process your personal data where necessary for the performance of our contract.

  • We have a legal obligation.

  • We have a vital interest.

  • We need it to perform a public task.

  • We have a legitimate interest: If you have had therapy with us and it has ended, we will use legitimate interest as our basis for holding and using your personal information.

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Your personal information can be used for the following purposes:

  • Therapy Services: Your personal information is used to provide therapy services, including assessment and treatment, all of which remain private and confidential. and are not shared with any third party.

    • Please be aware that your therapist may break this confidentiality if they believe you risk harming yourself or anyone else. We will always try to speak to you about this first unless safeguarding issues prevent this. 

    • Your therapist may keep written notes of each session. Any email correspondence will be deleted after six months if unrelated to your treatment. ​

    • Once therapy has ended, your record will be kept for eight years from the end of the contract and then securely destroyed. If you want this information deleted sooner, please get in touch with us.

    • In order to provide safe and ethical psychological treatment, it is required for clinicians to engage in clinical supervision. Within clinical supervision, your therapist may share aspects of the work that you are doing together with another clinician, who abides by the same professional ethical code. However, no identifying information will be shared, and you will remain anonymous. 

  • Billing and Payment: We process your payment information for invoicing and processing.

  • Communication: Your contact information is used to communicate with you about appointments, session reminders, and other therapy-related matters.

  • Quality Improvement: We may use some basic information you provided to assess and enhance the quality of our therapy services.

  • Legal Compliance: We may use your information to comply with legal obligations or protect our rights in legal proceedings.

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How We Store Your Personal Information

We will record your details to help the therapy services run smoothly. Your therapist may also keep electronic notes. These are all held securely, using end-to-end encryption, and are not shared with any third party.

 

When therapy concludes, your personal information will be retained securely as required by law and ethical guidelines. Your records will be kept for eight years from the end of the contract and then securely destroyed. You may request the removal of specific information, and we will comply with applicable legal obligations.

Any email correspondence will be deleted after six months if it is unrelated to your therapy.

 

Please be aware that confidentiality will only be broken if the therapist believes you risk harming yourself or someone else. We will always try to speak to you about this first unless safeguarding issues prevent this.

 

Your Data Protection Rights

You have rights regarding your personal information, including:

  • Your right of access: You can ask us for copies of your personal information.

  • Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure: You can ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing: You have the right to ask us to restrict the processing your personal information in certain circumstances.

  • Your right to object to processing: You have the right to object to processing your personal information in certain circumstances.

  • Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation or you in certain circumstances.

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You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond. Please get in touch with us at robyn@wisemindtherapies.co.uk if you wish to make a request.

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You can read more about your rights at ico.org.uk/your-data-matters. 

 

Making a Complaint

If you have any concerns about our use of your personal information, you can make a complaint to us at robyn@wisemindtherapies.co.uk with the email subject [COMPLAINT: ]. Alternatively you can contact the BABCP by emailing complaints@babcp.com, completing the online form, or calling them on 0330 320 0851, 9am-5pm Monday to Friday (except bank holidays).

 

You can also make a complaint to the ICO if you are unhappy with how we have used your data. The ICO's address is:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk.

 

Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Any modifications will be posted on our website with an updated effective date.

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By using our therapy services or engaging with our clinic, you agree to the terms outlined in this Privacy Policy.

If you have any concerns or queries about this privacy policy, please contact us at robyn@wisemindtherapies.co.uk.

 

Last Updated: 06/10/2024

Wise Mind Psychotherapies Ltd.

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