This Privacy Notice was produced on 25.5.18 when the law changed with regard to how organisations and small business protect your data (personal details and records); The General Data Protection Regulation (GDPR, 2016) forms part of the data protection regime in the UK, together with the new Data Protection Act UK (DPA, 2018).
This notice explains how we implement GDPR i.e. why we hold confidential information and how this is protected. Webb-Whitfield Psychology Services Ltd is registered with the Information Commissioner’s Office and further details can be found at (www.ico.org.uk).
By engaging with Webb-Whitfield Psychology Services Ltd, we need to keep information about you. We can only keep this information with your consent, and you have the right to withdraw this consent at any time. You also have the right to see your data and correct any incorrect data. If you wish to access your data this can be done with a SAR: Subject Access Request.
Information that is kept by Webb-Whitfield Psychology Services Ltd and how it is stored:
Demographic information, clinical records from sessions, reports, letters, questionnaires, psychometrics, invoicing data, and information received from other professionals
All information recorded on paper is kept in a file in a locked filing cabinet
Information sent via email is password protected or sent securely (encrypted files) via Egress or Office 365
Any paper documents via surface mail will be marked ‘Confidential’
All electronic devices (mobile phone, laptop) are password/fingerprint/face ID protected or encrypted
You can opt out of receiving text messages or emails (e.g. appointment reminders)
You can inform us of any information we hold that is inaccurate and this will be updated
Confidentiality is maintained at all times unless in exceptional circumstances. Such situations include where there may be a risk of harm to yourself or others, or where information is subpoenaed by the court. This is when we have a duty of care or a professional obligation to comply (see The British Psychological Society Generic Professional Practice Guidelines (www.bps.org.uk)
Children’s Mental Health records are kept for 8 years post discharged and then destroyed in a secure manner
The ICO assumes that consent has been gained from children aged 13 years and older. Children below this age will have consent given by the holder of parental responsibility. (You may feel it is helpful to make a clinical and therapeutic decision about gaining direct consent from a child in terms of their age, competency and any negative affect of approaching them for consent).
Specific information regarding Webb-Whitfield Psychology Services Ltd website:
Collection of personal information when visiting our website
You can access most of the pages on our website without giving us your personal information although you may choose to do so, for example when you submit an enquiry. Users are requested not to send sensitive details or debit/credit card numbers and we will never ask you to do so.
When you submit personal information, you consent to our use of the information. If you submit an enquiry, we will use your personal information to administer and respond to your enquiry. We will store securely the information you supply and our response.
Cookies and Internet Protocol (IP) logging
When you visit our website, our server will record your computer’s IP address (the unique numerical address given to every computer connected to the Internet) and the time and duration of your visit.
From time to time our website may contain links to other sites. We are not responsible for the content or privacy practices of third parties that run other websites.
Right to complain:
You have the right to complain to the Information Commissioner’s Office.
For further details about your rights under the Data Protection Act, please visit the Information Commissioners Office website.
Telephone: 0303 123 1113
Email online form: https://ico.org.uk/global/contact-us/email/
Write: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.
This privacy notice will be subject to review as required or annually by 25th May
Last reviewed: 23.08.21