Dr. Sara Bhattachary, Clinical Psychologist, is the founder and director of Emotius Psychology. Dr. Bhattachary is registered as the Data Controller for Emotius Psychology with the Information Commissioner’s Office (ICO).
It is necessary for Emotius Psychology to keep certain information (known as ‘personal data') about clients. This document explains how we collect personal data, why we keep this information, how it is stored, and what your data protection rights are.
All personal data held and processed by Emotius Psychology adheres to the latest General Data Protection Regulation (GDPR) laws and the Health and Care Professions Council (HCPC) codes of practice.
What information do we collect?
Website enquiries: When you initially make an enquiry about our services via the Emotius Psychology website, we will collect brief contact details such as your name, telephone number (optional), and email address. This is so that we can reply to enquiries and arrange an initial 10 minute free consultation appointment.
Assessment / Therapy: If you / your child has an assessment and/or therapy session with Emotius Psychology, in addition to basic contact information, we will also need to keep what is known as ‘sensitive data’. This will include your child’s name, date of birth, gender, ethnicity, and GP details. It will also include details of the presenting difficulty and relevant personal/social history, physical health history, family history, developmental and educational history. We keep all assessment, treatment, and consultation notes, including any letters or reports associated with our service.
We require your explicit consent for processing sensitive data, so you will be asked to confirm your consent to this processing when booking the initial assessment appointment.
Why do we keep this information?
Clinical Psychologists are required by our regulatory professional body (HCPC) to keep information about the work we do with our clients. Up-to-date, accurate record-keeping of clinical notes is an essential component of healthcare. We are not able to work with you / your child unless you give us your consent to process this information. We only collect personal data that is relevant to you / your child’s assessment and treatment plan.
How do we use the information?
We use the information that you have given us to provide you with clinical psychology services. Collecting such data enables us to complete a thorough psychological assessment and devise an appropriate and effective treatment plan. Session notes and clinical records enable us to facilitate effective clinical interventions and monitor therapeutic progress. We will also use your personal information to contact you to arrange sessions and process payments.
The lawful basis for processing information
We have a legitimate interest in processing this information to provide you with health treatment. Please see the Information Commissioners Office (ICO) website if you would like more information about this: www.ico.org.uk
Who will we share your data with?
At Emotius Psychology, we treat all personal data as confidential. This means that your information will not be shared with anyone unless there are exceptional circumstances (e.g., there is a significant risk of harm to you, your child, or others). In this instance, we have a professional obligation to share this information with other services/agencies (such as your GP, social services, or the police). Risk or safeguarding concerns may need to be shared without your consent. Where possible this would be discussed with you first, unless doing so may lead to an increased risk of harm.
All Clinical Psychologists in the UK are required to have regular clinical supervision. This involves discussing aspects of the therapeutic work with another qualified Clinical Psychologist. Supervision ensures that clinicians are delivering therapeutic interventions effectively and to a high standard. It is also a mandatory requirement for all Clinical Psychologists to receive regular clinical supervision to maintain their professional registration. Unless there are exceptional circumstances, we do not share identifying information when discussing cases. Supervisors are Clinical Psychologists bound by the same professional standards and codes of conduct as Dr. Bhattachary.
At Emotius Psychology, we will never use your personal information for marketing purposes. Your information or personal details will not be passed on to any third party or organisations.
How will your data be stored?
All confidential paper records (e.g., initial registration forms, session notes, questionnaires, correspondence) are securely stored in a locked filing cabinet.
Confidential information that is stored electronically will be kept in a GDPR-compliant cloud (Microsoft Office 365). All electronic documents will be password protected and stored on a password-protected laptop and computer.
In the unlikely event of a data protection breach, we will notify the Information Commissioner’s Office (ICO) and all individuals whose data may have been accessed.
How long do we keep your data?
Following an initial website enquiry, if you / your child does not proceed with any further services from Emotius Psychology, all personal data will be deleted at this stage.
If you / your child proceed with an assessment and/or therapy with Emotius Psychology, we will collect data for the duration of your / your child’s time as a client with our service. Once treatment finishes, mental health records are subject to special legislation. Children’s mental health records must be kept securely for a minimum period of 7 years after the child turns 18. After this period, all records will be destroyed/deleted.
Your data protection rights
Under data protection laws you have the right to request a copy of the information that we keep about you / your child. You also have the right to have your personal information corrected if you believe it is inaccurate. If you make a request in line with the above rights, this is known as a ‘subject access request’ (SAR). All SAR requests should be made in writing and sent via email to email@example.com Dr. Bhattachary will aim to respond to you within 30 days. Please note that each SAR is assessed on an individual basis and Dr. Bhattachary may need to discuss your request with the HCPC.
You can learn more about your data protection rights at: www.ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
How can I make a complaint?
If you have any concerns with how we have managed your data, in the first instance please contact the Data Controller at Emotius Psychology (Dr. Sara Bhattachary) via email at: firstname.lastname@example.org
You have the right to complain to a regulator if you think we have not complied with data protection laws, and you are not satisfied with our response to your concerns. You can contact the Information Commissioner’s Office (ICO) via their website at https://ico.org.uk/make-a-complaint/
If you have any questions or concerns about this Policy or how we collect and process your personal data, please contact the Data Controller at Emotius Psychology (Dr. Sara Bhattachary) via email at: email@example.com
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