West London Therapists
Personal identification information
We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site or use resources we make available on our Site. Users may be asked for, as appropriate, name, email address, mailing address, phone number. Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personal identification information, except that it may prevent them from engaging in certain site related activities such as the contact us page
Non-personal identification information
We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about User’s means of connection to our Site, such as the operating system and the Internet service providers utilized and other similar information.
Web browser cookies
We use Google Analytics on our site. Personal information is not collected in this process. It simply enables us to compile statistics about our visitors and their use of their website which enables us to optimise our website.
How we use collected information
West London Therapists may collect and use User’s personal information for the following purposes:
- To improve client service Information you provide helps us respond to your client service requests and support needs more efficiently.
- To personalize user experience We may use information in the aggregate to understand how our Users as a group use the services and resources provided on our Site.
- To improve our Site We may use feedback you provide to improve our products and services.
How we protect your information
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.
Sharing your personal information
We do not sell, trade, or rent Users’ personal identification information to others.
Third party websites
Users may find content on our Site that link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.
Your acceptance of these terms
By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.
- West London Therapists Privacy Terms and Conditions
This privacy statement describes how West London Therapists protects and makes use of the information you give us.
West London Therapists needs to gather and use certain information about clients and prospective clients. This policy describes how this personal data is collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
Data protection principles we upheld
All personal data obtained and held by the Company will:
- be processed fairly, lawfully and in a transparent manner
- be collected for specific, explicit, and legitimate purposes
- be adequate, relevant and limited to what is necessary for the purposes of processing
- be kept accurate and up to date.
- Every reasonable effort will be made to ensure that inaccurate data is rectified or erased without delay
- not be kept for longer than is necessary for its given purpose
- be processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation Measures
- comply with the relevant GDPR procedures for international transferring of personal data.
In addition, personal data will be processed in recognition of an individuals’ data
protection rights, as follows:
GDPR gives you the following rights:
- The right to be informed:
- To know how your information will be held and used (this notice).
- The right of access:
- To see your therapist’s records of your personal information, so you know what is held about you and can verify it.
- The right to rectification:
- To tell your therapist to make changes to your personal information if it is incorrect or incomplete.
- The right to erasure (also called “the right to be forgotten”):
- For you to request your therapist to erase any information they hold about you
- The right to restrict processing of personal data:.
- You have the right to request limits on how your therapist uses your personal information
- The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.
- The right to object:.
- To be able to tell your therapist you don’t want them to use certain parts of your information, or only to use it for certain purposes.
- Rights in relation to automated decision-making and profiling.
- The right to lodge a complaint with the Information Commissioner’s Office:
- To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.
Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
The lawful basis under which information is held and used is with the legitimate interests to obtain and retain information in order to provide you with the best possible therapy/service options and advice, and the requirement to hold information in accordance with insurance requirements. Should you withdraw this consent then West London Therapists may not be able to continue to provide you with their service, this is because the type of service we provide (talking therapy) depends on you consenting to share information so that we can help you.
What data we gather
We may collect the following information to enable us to work with you safely and effectively, and to enable the efficient dissemination of appointment reminders and invoicing:
- Name, address and telephone number (postal and email)
- Date of birth
- GP details
- Details of private health insurance policies (where relevant)
During the course of initial contact and then subsequent therapy, we will inevitably also collect a significant amount of other personal data relevant to assessing and treating your presenting psychological difficulties i.e. to enable us to offer you the service you have sought from us.
How we use this data:
Collecting this data helps us:
- Contact you to set up assessment and therapy
- Link you up with an appropriate psychologist
- Conduct a thorough psychological assessment
- Devise and implement an effective treatment plan (therapy)
- Invoice for the services rendered
- Communicate (when necessary and agreed with you) with relevant third parties to support your treatment and manage risks
Any personal information we hold about you is stored and processed under our data protection policy, in line with The Data Protection Act 1998 (in force on the date this statement became operational) and the General Data Protection Regulation (GDPR; Regulation (EU) 2016/679) enforceable from 25th May 2018. Your data will be kept for the lifetime of your status as a client with us. When you cease to be a client with us, your data will kept for a minimum period of five years, and a maximum period of ten years in accordance with General Medical Council guidelines. You have the right to ask for your data to be destroyed after the minimum period of five years. West London Therapists has the right to retain your data for the five-year period (and until the age of 18 for a young person, and 25 for a person with additional needs/learning disability) so that it can respond effectively to any questions or complaints that may later be raised by you and/or your representatives.
We will always hold your information securely:
- All client files and therapy notes are kept secure in a locked filing cabinet and online data kept on a double encrypted, password protected cloud system which is GDPR compliant.
- Any information you send us on email is immediately uploaded onto a secure, password-protected database, following which the email is destroyed.
- Access to your personal information is restricted on a ‘need-to-know’ basis only i.e. for those concerned directly with your care and with your account
- Data is backed up daily
To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards. In the unlikely event of a data protection breach we will notify the Information Commissioner’s Office (ICO) so that their procedures can be followed. We will also notify all individuals whose data may have been accessed to alert them to the breach and any potential risks.
Should, during the course of your contact with us, any personal data be subject to change e.g. if you move, change GPs, change your name etc., we would be grateful if you could notify us at the earliest opportunity so we can ensure our records are up to date.
Subject access requests
All individuals who are the subject of personal data held by West London Therapists are entitled to:
- Ask what information the company holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed how the company is meeting its data protection obligations.
If you would like to request a copy of the data we hold about you, this is called a subject access request (WLT subject access request policy). Subject access requests should be made in writing on email to the Data Protection Lead (email@example.com). We will aim to provide the relevant data within 30 working days. We will always verify the identity of anyone making a subject access request before handing over any information.
If you are not happy with your response, please do try and have a discussion with Dr Pinder Kaur to see if a resolution can be reached. If you are dissatisfied with the response you can complain to the Information Commissioner’s Office; their contact details are at: www.ico.org.uk
Disclosing data for other reasons
In certain circumstances the Data Protection Act allows West London Therapists to disclose data (including sensitive data) without the data subject’s consent.
- Carrying out a legal duty or as authorised by the Secretary of State
- Protecting vital interests of a Data Subject or other person
- If the data subject has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Providing a confidential service where the data subject’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g. where we would wish to avoid forcing stressed or ill data subjects to provide consent signatures.
Under these circumstances, West London Therapists will disclose relevant data. However, we will take all reasonable steps to notify the individual whose data is being disclosed about the disclosure. We will also ensure that any such data request is legitimate, reasonable and necessary.
Updated April 2018