Privacy Policy

On 25th May 2018 the law changed with the introduction of the General Data Protection Regulation or GDPR with regards to how organisations must protect your ‘data’ (personal data and records). Jenby’s Independent Psychology Service is a company offering clinical psychological services (specialising in working with children, family and schools). This privacy notice explains why confidential we hold confidential data and how this is protected.

1. What are your rights?

We are committed to protecting your rights to privacy. They include:

  • Right to be informed about what we do with your personal data
  • Right to have a copy of all the personal information we process about you
  • Right to rectification of any inaccurate data we process, and to add to the information we hold about you if it is incomplete
  • Right to be forgotten and your personal data destroyed
  • Right to restrict the processing of your personal data
  • Right to object to the processing we carry out based on our legitimate interest

2. Why do we collect information about you?

Keeping records is an essential and important component of healthcare, which helps in ensuring that we can provide you with the best possible service. We process the data because it is in our legitimate interests as a clinical psychologist to do so. We need to see and analyse documents containing this information to carry out an assessment, to deliver psychological intervention and/or to evaluate our services. Another lawful reason for us processing “special category data” is that it is necessary for the purposes of the provision of health or social care or treatment. If you are hiring a room at Jenby’s or have an ongoing service provision with us we will have a contract with you, which will be our lawful reason to process your data.

3. What information do we collect about you?

We collect information about you that may include personal or sensitive information, such as:

  • First name or given name
  • Family name or surname
  • Address
  • Telephone numbers
  • Date of birth
  • Gender (or preferred identity)
  • Age
  • Date of Birth.
  • Details about other family members (name, DOB, address)
  • Telephone and/or email address
  • Medical history
  • Prescribed medication
  • Developmental history
  • Psychological history and current difficulties
  • Relationship history
  • School information
  • Notes from each session

We also process personal data pursuant to our legitimate interests in running our business such as:

  • Invoices and receipts
  • Accounts and tax returns

We do not hold any bank details/information, all transactions are completed separately through Stripe, Braintree and PayPal. Please view their privacy policies on their websites for further information on how they may store your data.

4. How do we store the information about you?

We take your privacy very seriously. We are committed to ensure we take reasonable steps to protect any individual identifying information that you provide to us. Once we receive your data, we make best efforts to ensure its security on our systems. All personal information provided is stored in compliance with EU General Data Protection Regulations (GDPR) rules. We take notes within our sessions with you, ask you to complete psychometric forms/questionnaires, and fill in our initial assessment forms. Despite these being conducted on paper we no longer store paper records. We scan a copy of any paper containing data on to Tresorit, which is a secure, fully encrypted service used to store data. Following this the paper copies are shredded. All computers and iPad used within our work with you are password protected.

5. How long do we keep your information for?

We do not keep your data for longer than is necessary. Administrative data is retained for up to six years as necessary, we are required to do this in the unlikely event there are queries from HMRC. Where it is not necessary to retain the data for six years, it is destroyed as soon as possible.

Assessment/consultation/session notes, questionnaires and mental health records will be held for:

  • 8 years for adult clients (18 years old or above)
  • Children records will be kept until they are 26 years old

6. Who do we share your personal information with?

Your information is kept confidential within the company at all times. If we become aware of your intent to cause harm to yourself or another person/organisation (e.g. terrorism), the law may require that we inform an authority without seeking your permission. In such a situation, the law may require that we share your personal information without your knowledge. By contacting the Information Security Officer, by email and/or using the address below you can also get more details on:

If we do need to share your information, we will always try and ask for your permission for this. We may not be able to ask your permission under special circumstances where we are legally required to do so.

7. How can you access your information and correct it, if necessary?

Jenby’s tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ or ‘Right of Access’ under the Data Protection Act and the General Data Protection Regulation. Within one calendar month we will then supply to you:

  • A description of all data we hold about you
  • Inform you how it was obtained (if not supplied by you)
  • Inform you why, what purposes, we are holding it
  • What categories of personal data is concerned
  • Inform you who it could be disclosed to
  • Inform you of the retention periods of the data
  • Inform you around any automated decision making including profiling
  • Let you have a copy of the information in an intelligible electronic form unless otherwise requested.

To make a request to APS for any personal information we may hold you need to put the request in writing. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate, please address these changes to Dr Natalie Jewitt. Please note there may be an admin charge.

8. Communication outside of sessions

Email: We will seek you permission to communicate via email. All confidential information sent via email will be password protected, with the password being sent separately to you. We ask that you do not send personal/sensitive information in the main body of an email. If you need to send personal information via email please ensure you attach it as a separate document and password protect this document.

Telephone: We will seek your permission to leave voicemails and send text messages to you. We do not save your name in our mobile contacts and will aim to delete all previous messages at least once a month.

Letters: We will mark all letters as confidential.

9. Online booking

Our online booking system collects some personal detail about you. Your name, email address, telephone number and appointment type, dates and times. Your account on the online booking system will be deleted within a month of your last contact with us. No payment is collected by us at any time. All payment information is processed view Stripe or PayPal. Please visit their websites to ensure you are fully aware of their privacy notices.

10. Complaints or queries

Jenby’s tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. If you do have a complaint, contact the Data Protection Officer who will investigate the matter on your behalf.

If you are not satisfied with the response from Jenby’s or believe we are not processing your personal data in accordance with the law you have the right to raise your complaint with the Information Commissioner’s Office (ICO)

Contact ICO: Website: https://ico.org.uk/concerns/ Email: casework@ico.org.uk Telephone: +44 (0) 303 123 1113

11. Who we are and how to contact us

Jenby’s Independent Psychology Service is the company that you are supplying your personal information to. Dr Natalie Jewitt is the Data Protection Officer for Jenby’s and can be contacted by:

Email: natalie.jewitt@jenbys.co.uk

Post: Dr Natalie Jewitt

Jenby’s
Second Floor
39 The Grove
lkley
West Yorkshire
LS29 9NJ

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