Hear & Now Therapy – Privacy Notice
We are committed to protecting and respecting your rights to privacy
This privacy notice explains when and why we collect personal information from those who visit our website, or book and attend appointments with us. It details how we use, store and disclose the data that we collect.
Hear & Now Therapy provides this information as part of our compliance with the General Data Protection Act (GDPR) which came into force on the 25th May 2018. Compliance with the GDPR requirements will continue beyond Brexit and the UK’s withdrawal from the EU.
We may change this privacy notice from time to time. The latest version will be available on our website. By using our website, booking an appointment, sending a message or attending a psychotherapy or counselling appointment you are agreeing to be bound by the contents of this privacy notice.
Any questions regarding our privacy or data-management practices should be sent by email to firstname.lastname@example.org or by writing to Naomi Milton, Hear & Now Therapy, 14-16 Dowgate Hill, LONDON, EC4R 2SU.
We are registered with the Information Commissioners Office as Hear And Now Therapy Limited, Registration Reference A8270843
How & why do we collect information about you?
Hear & Now Therapy collects and uses data in accordance with GDPR requirements for specified, explicit and legitimate purposes only. The data collected, stored and shared for each purpose is set out in the below scenarios.
Scenario 1 – You only use our website
Cookies – Please refer to our Cookies policy on our website.
Scenario 2 – You subscribe to our newsletters or send us a message via the contact form
All data collected in scenario 1 plus: name; email address; communication preferences.
Scenario 3 – You book an appointment, attend psychotherapy, counselling or similar services.
All data collected in scenarios 1 & 2 plus may include: full name; age; date of birth; telephone number(s); address; gender; race; sexuality that you identify with; occupation; relationships; difficulties you are experiencing; your reason for entering counselling; existing medical health conditions; previous counselling history; psychotherapy & counselling session notes; previous & future appointments booked.
How do we use your information?
The usage of your information will be dependent upon how you are engaging with us as listed above. Broadly, the information is used for the purposes of replying to enquiries, newsletters, appointment booking, payment and reminders. If you book and attend psychotherapy and counselling sessions, then information will also be collected to support your ongoing and future sessions.
How and where do we store information?
There are a number of ways that we collect, store and use data:
Paper/written notes: Taken during and in support of psychotherapy & counselling sessions shall be retained for no longer than is needed to support ongoing and future appointments.
Smartphone or tablet: Your basic contact information (name, email and telephone number) may be stored on password protected devices to facilitate calling you in an emergency or to respond to your enquiries. Your number and any conversation between us may be stored within the secured device in the form of SMS, iMessage, WhatsApp or similar.
Email: In the event that you email us, the contents of that email may remain on the email server and be replicated to connected devices including PC, smartphone and tablet. All of these are password protected. Please be aware that due to the nature of email it is not considered a secure conversation and you should be mindful of this when considering what information to include in an email.
Newsletter Subscription: At the time of subscription you will provide us with your name and email address. The website will pass this information to the MailChimp mailing list/subscription management service which will also collect your IP address. WordPress sends the information to Mailchimp via a secure connection. We use a double opt-in approach to protect you from spam. You may unsubscribe at any time.
Appointment Booking: We use SimplyBook to book appointments through the website. Alternatively, we may make a booking via other means such as text message or email. SimplyBook is a booking system which supports GDPR compliance. Appointments are replicated in Google Calendar.
Client management: We use the industry standard BacPac client management software for counsellors and psychological therapists.
Other professional uses of your information
If you are a psychotherapy or counselling client then the following may also apply:
In line with industry standards and as part of ongoing accreditation with the British Association for Counselling & Psychotherapy (BACP) we operate within a framework that includes supervision. As part of this all aspects of our work may be shared and discussed with a supervisor, who will also adhere to the BACP framework. During this supervision you will be referred to by first name only. The framework ensures that the supervisor is not someone known to you.
If your health is in jeopardy (provided we have your consent) your contact information may be shared with an emergency healthcare service such as a mental health crisis team.
If we have become aware of your intent to cause harm to another person or organisation, the law may require that we inform the police without seeking your permission. In such a situation, the law may require that we share your personal information without your knowledge.
Erasing your information
We will hold on to your written information for up to seven years after the end of our work together. This is so that we have a reference of our work in the case of your returning to counselling in the future. After this time has passed, we will shred the written information.
Under GDPR your rights are protected. You have rights to:
• Know what information, we hold.
• See the information that we hold in regard to you as set out by the Information Commissioners Office.
• Rectify any inaccurate or incomplete personal information.
• Withdraw consent to us using your personal information.
• Request your personal information be erased.
Further information on your rights to privacy can be obtained from the Information Commissioners Office at https://ico.org.uk/
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