Dr Rachel Gillibrand
HCPC Registered, Chartered Psychologist and Clinical Hypnotherapist
Registered Provider with all the main private healthcare providers
Privacy Policy
Seaview Therapies
Contents
Information Governance Framework Principles for SEAVIEW THERAPIES. 2
Privacy Notice: Use of information. 4
Section A
Introduction
Where Reference in this document is made to SEAVIEW THERAPIES – this refers to all of the styles of trading within Seaview Therapies.
Data held by SEAVIEW THERAPIES will be held lawfully and for the retention periods set out in section B of this policy document.
This document refers to:
Written Documents
Spreadsheets
Hardcopy case notes and files
Database entries
Images
Recordings
Emails
Text messages
Supervision notes
Visits to the organisations website
Social media communication
Aim and Purpose
The purpose of this document is to ensure that SEAVIEW THERAPIES has a framework that ensures the rights and freedom of individuals in relation to their personal data (Article 1) and adheres to best practice in the management of client information and business records.
Information Governance sets out the way in which information collated by an organisation is managed and ensures that any information collected;
is the right information
is in the right place
at the right time
with the right people
for the right reasons
This is a live document and may be updated at any time to reflect changes in law or growth of the business, and therefore should be revisited regularly to check for any updates. SEAVIEW THERAPIES is fully committed to ensuring clients privacy and data protection rights.
Information Governance Framework Principles for SEAVIEW THERAPIES
Assessment needs for Information Governance (IG) Training have been identified and fully met, with a full Data Protection Handbook eLearning module approved by the Information Commissioner’s Office (ICO) completed. This training need is updated accordingly.
Any changes to the business processes and/or operations will be planned and will comply with the framework to ensure any risks to personal and sensitive information are minimised.
Any data collected is solely for the purpose of providing a person-centred service to an individual client.
The Caldicott Principles are used to provide guidance in best practice when handling personal data, alongside the ICO’s Office Codes of Practice. (https://www.igt.hscic.gov.uk/Caldicott2Principles.aspx)
All technology [Microsoft Office products including Outlook] used to store or facilitate information and communication is maintained according to the Data Retention Policy for The Old Rectory Clinic.
All records are identifiable, locatable, retrievable, and intelligible according to regulations set out by GDPR.
It is the responsibility of the Data Controller to ensure sufficient resources are in place to prioritise adhering to Data Protection Legislation in the business.
Any electronic devices where personal or sensitive, confidential information is held will be password protected. Individual documents stored electronically will also contain individual passwords.
Procedures have been put in place to ensure the General Data Protection Regulations are met. These can be found in Section C.
Section B
Privacy Notice: Use of information
In accordance with this data retention schedule there may be occasions when data is not destroyed due to ongoing investigation, ligation or enquiry. The data will be deleted upon confirmation that it is no longer required.
On some occasions anonymised personal data will be retained whereby a client has provided a testimonial for use on the organisations website. When data is non-identifiable GDPR law is no longer applicable.
Personal information is collated and stored in hardcopy in a locked filing cabinet behind a locked door.
Any document containing personal data will state “Private and Confidential” clearly. All emails will contain a privacy statement.
Under the General Data Protection and Retention (2018) legislation, regarding how your personal data is processed, all individuals have;
the right to be informed;
the right of access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to data portability;
the right to object; and
the right not to be subject to automated decision-making including profiling.
Please note that SEAVIEW THERAPIES does not use automated decision-making tools, including profiling.
Website visitors
When an individual visits a SEAVIEW THERAPIES website – www.seaviewtherapies.com we use Google analytics who are considered a third party service, to collect information about what visitors do when they click on my website, e.g. which page they visit the most. Google analytics only collect non-identifiable data which means I or they cannot identify who is visiting. SEAVIEW THERAPIES will always be transparent when it comes to collecting personal data and will be clear about how that data is processed.
Annual review period every January, any remaining live data untouched until following review period.
End of retention period
Contact details held on mobile devices
All entries to be deleted prior to decommissioning of mobile device or reissue of device
Recordings
5 years or earlier if consent is withdrawn
Images taken
5 years or earlier if consent is withdrawn
Promotional materials
Until superseded – Consent to be rechecked prior to reissue
Paper Diaries
3 months from the period in which its use ends.
Policies
Until new policy has been put into place
Client records including session notes, initial consultation notes and client overview form
In accordance with CNHC regulation, 8 years after final treatment session has ended. Child records should be held until after 25th birthday, or 26th
Safeguarding records
In accordance with the current organisations insurance policy, 5 years after final treatment session has ended, unless superseded by new insurance policy.
Sat Nav records
All entries to be deleted prior to decommissioning of mobile device or reissue of device
Waiting lists
Annual review period every January, old waiting list destroyed and new waiting list developed with any remaining live data transferred to new live document.
Continual Professional Development Records
To be retained when worker is in service and until 8 years afterwards.
Worker supervision records
To be retained when worker is in service and until 8 years afterwards.
Service evaluation records
Transfer to anonymised data within 6 months of collection.
Tax returns
6 years from the end of the financial period to which they pertain to.
Incident/Accident reports
40 years from date report was closed
Insurance policies
40 years from date policy ended.
Complaints
2 years from complaint being resolved
Right to Erasure Request
8 years from request being submitted and completed.
Subject Access Request
8 years alongside session notes, or plus 2 years from case closure if request is made after 6 years of storing data.
Hard copy data will be destroyed via a cross shredding machine owned by the organisation, electronic data will be permanently deleted.
Data Processing
What are the lawful basis for processing data at SEAVIEW THERAPIES?
Consent in relation to communication: the individual has given clear consent for their data to be processed for the specific purpose/s detailed in the consent form stored in their personal file.
Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation shall be prohibited.
Paragraph 1 shall not apply if one of the following applies:
(h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3;
3. Personal data referred to in paragraph 1 may be processed for the purposes referred to in point (h) of paragraph 2 when those data are processed by or under the responsibility of a professional subject to the obligation of professional secrecy under Union or Member State law or rules established by national competent bodies or by another person also subject to an obligation of secrecy under Union or Member State law or rules established by national competent bodies.
This means that SEAVIEW THERAPIES does not require consent to hold your data to provide a service but does require your consent to contact you for specific purposes. Participating in the service by attending more than one appointment implies that you agree with the Terms and Conditions provided to you at the commencement of service delivery.
Description of processing
The following is a broad description of the way this organisation/data controller processes personal information. Clients wishing to understand how their own personal information is processed may choose to read the Terms and Conditions for treatment document, which compliments the policies detailed here.
Reasons/purposes for processing information
SEAVIEW THERAPIES processes personal information to enable the provision of Psychotherapy and Hypnotherapy, to advertise services and to maintain accounts and records.
Type/classes of information processed
SEAVIEW THERAPIES processes information relevant to the above reasons/purposes. This information may include:
personal details
family, lifestyle and social circumstances
goods and services
financial details
employment and education details
SEAVIEW THERAPIES also processes sensitive classes of information that may include:
physical or mental health details
racial or ethnic origin
religious or other beliefs of a similar nature
offences and alleged offences
SEAVIEW THERAPIES processes personal information about:
clients
suppliers
business contacts
professional advisers
supervisors
Section C
Data Breach
All personal and sensitive data held by SEAVIEW THERAPIES is held securely. Electronic data stored on the computer network is stored in password protected areas. This supports the ability to retrieve data in the event of faults. Hardcopy data is held securely in a locked cabinet behind a locked door.
In the case of a data breach SEAVIEW THERAPIES shall comply with the regulations set out under Article 33 of the GDPR;
In the case of a personal data breach, the data controller shall without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to the ICO, unless the personal data breach is unlikely to result in a risk to the rights and freedoms of the individual. Where the notification to the ICO is not made within 72 hours, it shall be accompanied by reasons for the delay.
The notification referred to in paragraph 1 shall at least:
describe the nature of the personal data breach including where possible, the approximate number of data subjects concerned and the categories (e.g. sessions notes, phone numbers) and approximate number of personal data records concerned;
communicate the name and contact details of the data controller where more information can be obtained;
describe the likely consequences of the personal data breach;
describe the measures taken or proposed to be taken by the controller to address the personal data breach, including, where appropriate, measures to mitigate its possible adverse effects.
Where, and in so far as, it is not possible to provide the information at the same time, the information may be provided in phases without undue further delay.
The controller shall document any personal data breaches, comprising the facts relating to the personal data breach, its effects and the remedial action taken. That documentation shall enable the supervisory authority to verify compliance with this Article.
In the event that a data breach will likely cause a risk to the rights and freedoms of client data, the data controller must communicate the nature of the breach in clear, concise and plain language, to the client/s involved, without delay.
If a breach occurs but the data controller has gone to appropriate lengths to protect the data held on the client (e.g. password encryption of electronic files), or if the data controller has taken subsequent action to prevent the risk (e.g. immediately blocking a mobile device) then notifying the client will not be required.
Subject Access Request
A Subject Access Requests (SAR) permits individuals to request a copy of their personal information.
A SAR must be acted upon within one month, at the most within two months, any longer and reasonable reason must be provided. There are no fees unless there is a disproportionate fee to the organisation for sending out the information. Application for SAR should be held alongside session records, unless application was made after six years of the end of treatment. In which case the SAR will be held for a further two years after closure of SAR.
A SAR request will include information we hold about you, SEAVIEW THERAPIES will:
give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
SAR requests should be put in writing to Data Controller at SEAVIEW THERAPIES. A response may be provided informally over the telephone with your agreement, or formally by letter or email. If any information held is noted to be incorrect an individual can request a correction be made to their own personal information. This should be made in writing to 1, The Retreat, Camp Road, Weston-super-Mare, BS23 2EN.
Right to Erasure
Any person may put in a request for their personal data to be removed (the ‘right to be forgotten’ or the ‘right to erasure’). Upon receipt of a request the data will be reviewed in accordance with the principles and details of the legislation as well as in accordance with statutory and insurance requirements. SEAVIEW THERAPIES maintains the right to retain data where there is a clear statutory or insurance obligation to do so. If there are no good reasons to retain the data then In this instance hard copy data will be shredded using a cross shredding machine owned by the organisation and any electronic data will be permanently deleted. The client will be notified of the completion. The request for deletion of data and the confirmation of completion will be held securely until eight years after the request was made.
Complaints
SEAVIEW THERAPIES hopes to the meet the highest quality standards when processing personal and sensitive data. Complaints can help identify areas for improvement and therefore SEAVIEW THERAPIES would welcome you raising any concerns you have.
These Information Governance Policy documents were created to be as transparent and understandable as possible. It will not be completely exhaustive of all aspects of data collection. If you would like further information about a specific process, please contact SEAVIEW THERAPIES.
If you feel you would like to make a complaint about how your personal and sensitive data is handled by SEAVIEW THERAPIES you can contact SEAVIEW THERAPIES directly. In the event that SEAVIEW THERAPIES cannot resolve your complaint to your satisfaction you can contact the Information Commissioners Office on 0303 123 1113.
Safeguarding your privacy
In the event of the death of the Data Controller, will contact existing clients and archive any client files in accordance with General Data Protection Regulations.
Contact Details
All correspondence or data requests should be made in writing to
The Data Controller, 1, The Retreat, Camp Road, Weston-super-Mare, BS23 2EN