PRIVACY POLICY

 

This privacy policy explains:

  • What personal data we collect and why
  • What we do with your personal data
  • How we secure your personal data
  • How you can change or delete your personal data
  • What cookies we use and why

 

Some definitions:

  • ‘Site’ – means the publicly available website www.devonchildpsychology.co.uk
  • ‘Service’ – means the child psychology service we provide to our clients.
  • ‘User’ – means a person who uses our Site.
  • ‘Personal Data’ – means any information that can personally identify an individual.

 

Who we are

Devon Child Psychology

Dr Alex Boyd

Dr Nicola Hirsch

enquiries@devonchildpscyhology.co.uk

Our website allows individuals to find out about our child psychology services and to make enquiries.

Devon Child Psychology is an independent Clinical Psychology Practice, specialising in delivering Clinical Psychology services to clients on behalf of individuals and organisations.

We also provide clinical supervision services to other healthcare professionals. Our service specialises in working with children and families.

This privacy policy explains how we collect, use, store and manage any information we hold about you, in keeping with our role as Data Controller and Data Processor under the General Data Protection Regulation (GDPR).

 

Our commitment

Although we need to collect and hold certain personal data in order to deliver our services to you we are committed to protecting and respecting your privacy. This policy provides an overview of how we comply with data protection legislation and the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

 

How we obtain personal information

If you contact us, whether by telephone, email, website, or other means, we may keep a record of that correspondence. We may ask you to complete various questionnaires and other forms that we will use to assess risk and tailor our services to your needs. We may keep records of any meetings and sessions in the form of written notes, electronic notes and audio recordings. We may receive correspondence from you or from other healthcare professionals relating to your case. We may receive information about you during supervision sessions. We may also produce notes, assessments or reports outside of sessions.

 

 

What personal information we collect and how we use it

The information we may hold on you falls into two categories, Personal Data and Special Category Data. Although we need to hold both categories of information in order to deliver our service to you, we may ask for your written signature to acknowledge you have been made aware of our data policy and the requirement for us to hold Special Category Data.

Contact information

We hold contact information that you have provided to us and which we use to contact you about the delivery of services. This information may include:

• Your full name including title
• Your address
• Your telephone number(s)
• Your email address(es)
• Online IDs for services like Skype (where relevant).

If you are a supervision client, and you have agreed that we may do so, we may use this information to send you details of services that we believe may be of interest to you. If you are a personal therapy client, then we will not send you any correspondence that does not directly relate to your case unless you have specifically requested that we do so.
Wherever possible we will always respect your preferred method of communication if you have stated one.

General information

We hold general information that you have provided to us and which we use to manage the delivery of our services to you. Some of this information also enables us to comply with our legal or regulatory obligations. This information may include:

• The individual or organisation that referred you to us (where relevant)
• Your date of birth
• A record of appointment dates and attendance
• General and admin correspondence
• Information on the type and location of sessions.

Familial relationships

We may ask for a nominated next of kin to ensure that we are able to comply with sensible health and safety arrangements. If we require consent from a parent or guardian to deliver services to you, or if a family member, guardian, or other agreed person is directly involved in your case, then we will also need to hold contact and general information about those individuals. We may also request and hold information relating to Parental Responsibility when working with children and families.

Special Category Data

Due to the nature of our services we may need to process data relating to your physical and mental health. The General Data Protection Regulations deem data concerning health to be a ‘Special Category’ of personal data which means that we need specific reasons for processing this data. These reasons relate to the type of services that we deliver to you, but we believe it is also important to get your informed consent to our holding this data. This information may include:

• Your reasons for contacting us
• The name and contact details for your GP
• The name and contact details for other healthcare professionals involved in your case
• Significant physical or mental health details, including medication & relevant diagnoses
• The type of therapeutic service that is being provided to you
• Completed questionnaires
• Scores for psychometric questionnaires or assessments
• Correspondence from or to you about your case
• Correspondence from or to other healthcare professionals about your case
• Correspondence from third parties about possible referrals
• Mobile communications (e.g. texts) from or to you about your case
• Voicemail messages from you or others about your case
• Writing or drawing or objects that you have produced as part of the therapeutic work
• Diagrams produced collaboratively in sessions
• Completed consent forms
• Session notes
• Audio recordings of sessions (by prior agreement).

Payment Information

We are required to hold information on payments received for our financial records. This information may include:

• Your full name and title
• The date and amount of the transaction
• If payment is made on your behalf, we will need to record the details of the payee.

 

‘Automatically Collected’ Information – If you use our Site or Service we may automatically collect information about your computer, including, where available, your IP address, operating system and browser type. We achieve this by using cookies and other forms of technology. All of the information that is automatically collected is statistical data about our User’s browsing actions and patterns.

 

Why we collect personal information about you

We may collect information about you because you are a client or service user. You may be an associate or an employee. You may also be a claimant who is part of a legal or litigation claim.

We lawfully process the data because it is in our ‘Legitimate Interests’ as Clinical Psychologists to do so. We require the information in order to assess risk, give professional advice, carry out an assessment, write a report or deliver a psychological intervention.

As a client or service user of Devon Child Psychology Special Category Data is lawfully processed for the purposes of ‘the provision of health or social care or treatment.’ Under GDPR legislation. We may also lawfully process your Special Category Data under the category of Legal Obligation. This is likely to apply if you are being assessed as part of a litigation claim.

If you are an employee or associate of Devon Child Psychology we will have a contract with you, which will be our lawful reason to process your data.

 

 

Who we share your data with

Your information is kept confidential within the Company at all times. All employees are required to work to strict professional and contractual codes of confidentiality and where possible we will anonymise information so that individual clients cannot be identified. 

As a provider of services to children and families, if we become aware you or another person may be at risk of serious harm, we are legally obliged to share this information under safeguarding legislation and professional practice guidance. We will always endeavour to make you aware of this in advance unless this would place you or others at increased risk of harm. In addition, if we become aware of your intent to cause harm to another person/organisation (e.g. terrorism), the law may require that we inform an authority without seeking your permission. In such a situation, the law may require that we share your personal information without your knowledge.


Please contact us by email at the address below if you would like more information:

  • Agreements we may have with other organisations for sharing information.
  • Circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics.
  • Our instructions to staff on how to collect, use and delete personal data.
  • How we check that the information we hold is accurate and up to date.

 

All Special Category Data held electronically is secured by password access and encrypted where possible with restricted access. All physical data is secured in locked storage when not in use. All electronic media is secured by password access and where possible by encryption.

We may share your Personal Data with carefully selected third parties that help us to deliver our services within the legitimate interests of running a company (e.g. Accounts, tax returns, invoices and receipts). We will never share your Special Category Data with these organisations.

In order to provide you with a safe and effective Clinical Psychology service, we may share your Special Category Data with other health, Education or Social Care professionals involved in your case, but we will make sure you are aware of this.

All chartered Clinical Psychologists are required to undergo formal supervision. As part of these sessions it may be necessary to discuss aspects of your Personal or Special Category data with the supervisor who will be a qualified healthcare professional operating under strict terms of confidentiality.

 

Your rights under data protection legislation

You have various rights under the relevant data protection legislation. These are outlined below. If you wish to exercise any of these rights, then please contact us in writing or via email at enquiries@devonchildpscyhology.co.uk

Subject Access
You have the right to see what information we hold about you. Please contact us in writing if you wish to see the information held about you.

Rectification
You have the right to ask us to correct any personal data we hold about you that is wrong. If you feel this is the case, then please let us know.

Erasure
We do not hold your data for longer than necessary. You have the right to ask us to erase any information we hold about you. However, this right may be significantly limited by our need to comply with statutory or regulatory requirements for retaining data. Data relating to clinical work with children may be retained until the child’s 25th birthday (or 26th birthday if the young person is 17 at the conclusion of treatment).

Communications
You have the right to ask us not to contact you. This may be for specific purposes or you may not wish to be contacted at all. However, we will need permission to contact you if you are an active client so that we can deliver the agreed services to you.

 

Cookies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. 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. By using our Site or Service, you agree to the use of cookies. 

We use the following cookies:

We use Analytical / Performance cookies – They allow us to recognise and count the number of visitors and to see how visitors move around our Site when they are using it. This also helps us to improve the way our Site works, for example, by ensuring that Users are finding what they are looking for easily.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

 

Third party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

Analytics

We use Google Analytics to measure traffic to our Site and understand how Users move around and use our Service. We use this information to enhance the Site and Service we provide to ensure that Users get the best experience possible. All of the information we collect from Google Analytics is aggregate and will not be disclosed with any other third parties.

By agreeing to this Privacy Policy, you agree to the use of Google Analytics. Google may use the data collected to assess activity on our site. As Google is a separate entity to us, it has its own privacy policy which we recommend you review. More information about Google analytics and how they secure the data collected.

 

How we keep your data secure

The personal data we hold on you is stored either physically or electronically. All physical data is secured in locked storage when not in use. All electronic media is secured by password access and where possible by encryption.

In the unlikely event of data being lost or compromised we will tell you what has happened, unless you have stated that you do not wish to be contacted by us.

  

Data retention

We do not keep information about you any longer than is necessary. The length of time we keep your data may be determined by statutory or regulatory requirements. 

We delete or destroy all personal data when it is no longer required.

A copy of our data retention policy is available to clients on request. This shows how long we would expect to keep your data on file and why.

  

Contact us

You can contact us at any time if you have any questions, comments or requests regarding this Privacy Policy.

 

Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.

Last edited: 05/08/22