Privacy Policy

A detailed overview of how we manage your data — including how we collect, use, and store your information, the circumstances in which it may be shared, and how we ensure compliance with current data protection laws. We also outline your rights in relation to your personal data and how you can exercise them.

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Cookies
Information is also provided about our use of cookies.

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What Data We Collect
The information we collect will vary depending on your level of engagement with our services. MindScope Psychotherapy may collect the following data:

• Personal identification information, such as your name, contact details (address, phone number, email), and date of birth

• Financial information, such as credit card details used to make payments

• Health information, including your mental and physical health history, and GP details

• Occupation

• Emergency contact information, including next of kin details

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Sensitive Personal Data
Certain information is classified as more sensitive under Data Protection Law. This includes data relating to your health, race, religion, or political views. Such information may be collected when it is necessary for the provision of mental health therapy — for example, to develop an accurate understanding of your current and historical health as part of your treatment planning.

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At MindScope Psychotherapy, the confidentiality of your information is of utmost importance. We take active measures to prevent unauthorised access to or use of your sensitive personal data.

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In doing so, we fully comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act, and the ethical and confidentiality standards set by professional bodies such as the British Association for Behavioural and Cognitive Psychotherapies (BABCP).

If you provide us with personal information about another person (e.g., a next of kin), you should ensure they are aware of the contents of this Privacy Notice.

The majority of the data that we collect is data that is provided directly by you. You may provide data directly to us when you:

• Register for services provided by 'MindScope Psychotherapy'

• Use the services you have registered for

• Contact us through our website, by email or by social media

• Correspond with us by letter, email, telephone or social media, including where you refer to 'MindScope Psychotherapy' in a public post through social media or our website

• Participate in our marketing activities

• Complete a feedback form about our services online, via email or in person

• Access our website or social media pages via your browser’s cookies

• Share information during an appointment

• We may collect data from other sources including, but not limited to:

• GPs and other clinicians (including their receptionists and medical secretaries)

• Mental health providers

• Third parties who may have referred you to MindScope Psychotherapy, such as health insurance providers

MindScope Psychotherapy will only use your data where there is a lawful basis for doing so. We will generally rely on the following legal justifications: 

• Contract Purposes. When you book or subscribe to our services, you are entering a contract with us. In order for us to be able to fulfil this (for example, by sending you the newsletter you have subscribed to or arranging the therapy appointment or workshop/group you have booked), we need to process and store your data. When we process any orders or transactions, we may send data to and use subsequent data from credit reference agencies to prevent fraudulent activities.

• Legitimate Business Interests. We may collect your personal data for legitimate business interests. For example, to contact you regarding offers or services we think you might be interested in and where this causes you no harm.

• Where we have a legal or regulatory obligation to use your personal information

• Where we need to use your personal information to establish, exercise or defend our legal rights.

• With your explicit consent. For any situations not covered by the legal grounds above, where data is required, we will explicitly ask you for this information.

• The data we collect is used for the following purposes:

• To send you communications which you have requested or may be of interest

• To notify of changes to our services

• To remind you of upcoming appointments or any changes relating to services you have booked

• To help inform your treatment and decisions made about your care

• To review the care we provide to ensure it is safe, effective and of the highest standard

• For clinical supervision

• To gain your feedback

• To improve our services

In accessing therapy with us, we are required to gain your explicit consent to process your sensitive personal data. It is a legal requirement to maintain clinical records of the therapy sessions that take place. These records are kept electronically and are password protected. Clinical appointments are confidential, however, in some instances, the therapist may have a legal duty to share information with other parties. Details around this are clearly outlined within the Therapeutic Working Agreement which needs to be signed prior to the attendance of an initial consultation. This is also routinely discussed at the start of every initial consultation.

If you are accessing treatment, your clinical records will be stored securely in an electronic format. ‘MindScope Psychotherapy’  will store your data for a minimum of 7 years in line with GDPR requirements and the terms of our professional indemnity insurance arrangements. We will then securely delete this data.As part of being an accredited therapist, it is a requirement to undertake clinical supervision. As best practice, your therapist may request to record sessions to use in supervision. This to ensure they are working to their professional standards. Your therapist will only record sessions with your explicit and written consent and you are not obligated to provide this consent. Information about this is detailed in the Consent to Record document.

Our aim is for our communications with you to be relevant and respectful. Under the Privacy and Electronic Communications Regulations, we may send you marketing information if you have booked our services and asked for information about products or services or if you agreed to receive marketing communications. You can opt out of receiving marketing communications from us at any time by contacting us or clicking ‘unsubscribe’ at the bottom of any marketing emails.

You have the right to:

• Access – You have the right to request access to the personal data held by ‘MindScope Psychotherapy’, with some exceptions.

• Rectification – You have the right to request that any inaccurate or incomplete information held about you is corrected or completed.

• Erasure – You have the right to request that ‘MindScope Psychotherapy’  erases your personal data, under certain conditions.

• Restrict Processing – You have the right to request that ‘MindScope Psychotherapy’ restricts the processing of your personal data, under certain conditions.

• Object to Processing – You have the right to object to ‘MindScope Psychotherapy’  processing your personal data, under certain conditions.

• Data Portability – You have the right to request that ‘MindScope Psychotherapy’  transfers your personal data to yourself or another organisation, under certain conditions. Should you wish to exercise any of these rights, please contact us at contact@mindscopepsychotherapy.com.

We will need to verify your identity as a security measure to prevent your data being disclosed to anyone unauthorised to receive it. We will then respond to your request within one month. Further information about these rights can be found on the ICO website at https://ico.org.uk/ 

Cookies are text files used to collect standard Internet Log information and visitor behaviour information. When you visit our website, we may collect information from you through cookies. We do this to help us understand how our website is used. Our website uses two main types of cookies:

Our website may contain links to other websites which will have their own privacy policy. Our privacy policy refers strictly to our own website. Our website is powered by Wix and appointment bookings, enquiries and payments are processed using their functionality.
Their privacy policy can be found at: https://www.wix.com/about/privacy. Additionally, we use Imatta Platform, Microsoft, Zoom and Skype as digital platforms to provide therapy online. The privacy policy for Zoom can be found at: https://explore.zoom.us/en/privacy/, the privacy policy for Skype can be found at: https://www.skype.com/en/legal/ and the privacy policy for Microsoft can be found at https://privacy.microsoft.com/en-gb/privacystatement. 

We regularly review our policies to ensure they remain up to date and compliant with GDPR. This privacy policy was last reviewed in August 2024.

Should you require any further information about anything outlined in this policy you can contact us by emailing us at: contact@mindscopepsychotherapy.com.

You have the right to raise a complaint with the Information Commissioner’s Office (ICO) which is the UK supervisory authority for data protection issues. We would be grateful if you would contact us first if you do have a complaint so we can do our best to resolve it for you. However, should you wish to contact them, their details are as follows:

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• Website: www.ico.org.uk  Helpline: 0303 123 1113 Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

By using our website, you hereby consent to our Privacy Policy and agree to its Terms and Conditions.