This information sheet explains why I keep your information, where I keep it, how I keep it safe and what your rights are.
- I keep information about you in order to provide you with a service and to process payments.
- I cannot work with you unless you allow me to keep records.
- I follow the law and the codes of practice set down by the Health and Care Professions Council (HCPC) and the British Psychological Society (BPS).
- I have systems in place to protect your data.
- You are entitled to request a copy of your data free of charge and to have inaccurate information corrected.
- I aspire to the highest data privacy standards. If you have questions, concerns or feedback then please let me know so that I can address them.
- You can complain to the Information Commissioner’s Office (ICO) if you believe that I am acting unlawfully: visit ico.org.uk/concerns or phone 0303 123 1113.
Why I keep information:
My professional registration requires me to keep information about my clients and the work that I do. I cannot offer you services unless you allow me to keep data about you and our work together.
The legal basis:
I have what is known as legitimate interest for keeping data. I am registered with the Information Commissioner’s Office (ICO) to do so. I follow the rules set down by my professional regulator: The Health and Care Professions Council (HCPC) and the British Psychological Society (BPS).
The information that I keep:
I keep personal data e.g. your name, address and phone number. I also keep sensitive data e.g. notes about your sessions, your gender, and social history.
What I do with the information:
I use the data I collect for three reasons:
- To provide you with services.
- For billing and processing payments.
- To help prevent serious harm.
Who I may share personal information with:
I will not normally share your personal information with anyone else. However, there are exceptions to this when the need may arise for liaison with other parties:
- If you are referred by your health insurance provider or otherwise claiming through a health insurance policy to fund therapy, then I will share appointment schedules with that organisation for the purposes of billing. I may also share information with that organisation to provide treatment updates.
In exceptional circumstances we may need to share personal information with relevant authorities:
- When there is need-to-know information for another health provider such as your GP.
- When disclosure is in the public interest, to prevent a miscarriage of justice or where there is a legal duty, for example a Court Order.
- When the information concerns risk of harm to you, or risk of harm to another adult or a child. I would discuss such a proposed disclosure with you unless I felt it could increase the level of risk to you or to someone else.
How long I keep data:
I keep client data throughout the time I work with my clients and in line with professional guidance for 7 years after the work has ended.
Where I keep data:
- On my home computer
- In a paper file
- In my mobile phone
- In my email systems
How I keep data safe:
- My paper notes are kept in a locked filing cabinet. I bring them to the clinic for sessions and return them to the cabinet afterwards.
- My mobile phone is encrypted and must be opened with a password each time I use it.
- My computer and email system is secured with a password.
You have the right to:
- Request details of all the information that I keep about you and to receive it within one month at no fee.
- Have information corrected if you consider it to be inaccurate or incomplete.
- Complain if you think that I am acting unlawfully.