This policy will explain matters that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR and DPA are adhered to.
THE DPA & GDPR MAY 2018
Our Website, application forms and client contracts comply with the DPA (Data Protection Act 1998) and the GDPR (General Data Protection Regulation), effective from May 2018.
Via our website:
Our website, www.talkingtherapyclinic.co.uk, collects private user data using the following form:
Contact Form on www.talkingtherapyclinic.co.uk/contact/, which generates emails sent to: firstname.lastname@example.org
The data from these forms is emailed to the address listed above and also stored on the website server, in most cases dating back to when each form was created. The website server is accessible by the website administrators for Talking therapy clinic. We never share this data with any third party.
By completing this contact form, you agree to Talking Therapy Clinic contacting you about our counselling services. You will not be added to any mailing lists and will only be contacted by Talking therapy Clinic personally in relation to your enquiry. Your personal details will not be used for any marketing purposes nor will they be passed onto any third parties. They will only be stored in the email generated by this contact form, which will be filed in the email account for Talking therapy Clinic, which is hosted by IONOS which can only be accessed by Talking Therapy Clinic. If you wish to request for any email(s) containing your personal information to be deleted, please email email@example.com . Once we have actioned the contact request, the automatically generated email will be stored in a secured folder for 12 months after which it will be deleted.
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout our website.
Via the telephone:
We record the name, address, email address and telephone number of clients contacting us for information about our services or to obtain an assessment form. We will only use your data for providing that information or providing the required service. Your personal details will not be used for marketing purposes, nor will they be passed to third parties unless you have given consent for these purposes.
We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note that they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.
CONTACT BY EMAIL AND POST
If you have opted to receive information from us, we occasionally send information by email or post of changes to our services or/and surveys, the results of which we use to improve our services or collect data for monitoring purposes. This is never more than twice a year. Please email talkingtherapyclinic.co.uk if you do not wish to be included in this. Your personal details will never be passed on to third parties for marketing purposes.
CLIENT DATA HELD ON FILE
We take care over the processes around looking after personal data stored on our physical systems. Talking Therapy Clinic holds the following personal data of clients:
- phone numbers
- email address
- demographical details
- client notes
within soft copy and sometimes hard copy files. Soft copy contracts and notes are safely stored on password protected computers. Hard copies are kept in a locked filing cabinet.
We keep files on your attendance and sometimes sessional notes whilst you are attending our programme and for 3 months after you have left or completed the programme. After which we will delete all information apart from your name and address. We may use your name and address to contact you up to 24 months after you have left the programme for survey purposes. After 24 months we will delete your name and address unless you have opted out of all contact or invoked the right to be forgotten.
SOCIAL MEDIA POLICY & USAGE
We use social media to promote the work of Talking therapy Clinic. We will never publish on our social media information on our clients without their consent. We will never ask for personal details on social media platforms.
SUBJECT ACCESS REQUEST
Under GDPR you have a right to make a Subject Access Request to the following information we hold on you:
- the reasons why your data is being processed;
- the description of the personal data concerning you;
- anyone who has received or will receive your personal data; and
- details of the origin of your data if it was not collected from you.
SAR requests can be made by email to firstname.lastname@example.org . We will respond to all requests within 30 days or as guided by current GDPR guidelines.
RIGHT TO BE FORGOTTEN
Under GDPR regulations you have the right to erasure of all personal details we hold on you. All requests for right to erasure can be made by email: to The Director at email@example.com