What is personal data?
The Data Protection Act 1998 (DPA) defines personal information as any information that can be used to identify a living individual. Individuals can be identified by various means including their name, address, telephone number or email address for example.
Why I ask for personal data?
I need to process your personal information in order to fulfil my contractual obligations to you as a therapist, for example to assess whether I am able to offer you therapy, and then to deliver effective therapy to you if we start working together. Your personal information helps guide both my assessment process, and my clinical decision-making during therapy. I will also use the information that I collect about you in order to develop a better service. My contractual obligations to you as a therapist are the lawful basis for my processing of your personal information.
How your data is collected and stored?
I will collect your personal information in the following ways: via my website's contact form, over the telephone, in writing, and in person during our meetings.
I will store your personal information both electronically and physically. Personal information is stored electronically on devices that are password and/or fingerprint I.D. protected, and in files that are further password protected and only accessible by me. Names and contact details are stored separately to other personal information (anonymised format). Information is stored physically using paper records held securely in locked storage in an anonymised format. These records are also only accessible by me.
I will treat your personal information in a way that is compliant with the DPA and the GDPR. The lawful and proper treatment of your personal information is important to me, not least in order to maintain your confidence in me, but also to maintain the confidence of other clients and staff.
According to the GDPR, your personal information should be stored for no longer than is necessary. In practical terms, I will usually store your information for a minimum of 7 years following the termination of your treatment. However, I may need to store your information for longer than this, for instance in order to defend myself in a claim situation, or to comply with my insurance terms and conditions.
Will your be data be shared?
Some of your personal information may be shared with your G.P., or other healthcare professional, under certain exceptional circumstances. These include the requirements of a court of law, the threat of serious physical harm to you or to others, or during regular consultations with my professional supervisor. In almost all cases I will do my best to discuss this with you prior to sharing any personal data. Some of your personal information such as website visits, telephone call data, or payment information, is shared with the website provider, mobile phone operator, or card payment provider respectively. These providers operate under their own privacy policies, and these can be provided upon request.
Who is responsible for the data?
The GDPR defines a ‘data controller’ as the person in an organisation who: ‘determines the purposes and means of processing personal data’. For the purposes of the GDPR, the ‘data controller’ in Kam Laing, True Living Therapies, Royal Exchange Building, Manchester M2 7DH. (ICO registration A8816915).
Can you request a copy of the data held about you?
Yes. The DPA gives you the right to find out what information that I store about you by requesting a copy of it. Any request that you make to obtain a copy of the personal information that I hold about you is called a ‘Subject Access Request’. You can write to me and ask for a copy of the information that I hold about you. Address your letter to: Kam Laing - True Living Therapies, Room 328, 3rd Floor Royal Exchange Building, St Ann's Square, Manchester, M2 7DH . I must respond to your request without delay, and usually within one month at the latest. I may charge a fee for providing this information based on the administrative costs involved.
Can you request that your data be deleted?
Yes. This is known in the new legislation as the 'Right to Erasure'. You can request for your personal information to be deleted either verbally, or in writing. You can address this request to me at: Kam Laing - True Living Therapies, Room 328, 3rd Floor Royal Exchange Building, St Ann's Square, Manchester, M2 7DH. There may be an administrative charge for this. I may also have the right to refuse to comply with your request, for example in order to defend myself in a claim situation, or to comply with my insurance terms and conditions, and I will let you know my response to your request within one month of receiving it.
Can you object or complain about the processing of your personal information by True Living Therapies?
Yes. Whilst I hope that the policy outlined above will be sufficient to reassure you of the security of your personal information, should you wish to object or complain about the way that your personal information is being handled by me, then do please feel free to communicate this to me at the earliest possible opportunity. I will do my best to address your concerns and take steps to try and resolve whatever issues you may raise. You can write to me at: Kam Laing - True Living Therpaies, Room 328, 3rd Floor Royal Exchange Building, St Ann's Square, Manchester, M2 7DH, or email at firstname.lastname@example.org. Should you wish to take the matter further, please contact the Information Commissioner’s Office on 0303 123 1123, or visit https://ico.org.uk/concerns/ for more information.