Privacy & Cookies Policy — The Hazel Tree Practice

The Hazel Tree Practice Privacy & Cookies Policy

Thank you for reviewing our privacy and cookies policy. At The Hazel Tree Practice we take our client’s privacy seriously. We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services. We want you to understand that this is a safe place for you to discuss your feelings and concerns, and we operate in a highly confidential environment. This policy sets out how data is collected and processed through the use of our website and when you use our services.

Your Data & Privacy

What are the purposes for which we use your personal data?

The purposes for which we will be using your data include:

To register you as a new client.
To provide our services and to process and deliver any orders, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.
To manage our relationship with you e.g., to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.
To administer and protect our practice and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you.
To use data analytics to improve our website, services, marketing, client relationships and experiences.
To make suggestions and recommendations to you about services that may be of interest to you.

We rely on one or more of the following lawful conditions to process your data as outlined above:

To fulfil our contract with you;
For our legitimate interests; or
To comply with legal obligations.

In some scenarios, we’ll ask for your consent, especially for collecting sensitive data. We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. If you’d like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please feel free to contact us.

What type of data do we collect about you?

‘Personal data' is information that identifies you. If we've removed your identity (bymaking the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:

· Identity details such as first and last name, username or similar identifier, marital status and title, date of birth and gender.

· Contact details such as your billing address, email address and telephone number.

· Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

· Financial information such as your bank account and payment card details.

· Information about transactions like details about payments to and from you.

· Usage information about how you use our website and services.

· Special Category Data: Includes information about your health, including information about your existing and previous medical health conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you.

Consents for Health Data: We require your specific consent to process Special Category Data so, when you submit your details, we will ask you to confirm your consent to this processing.

How do we collect your personal data?

We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:

When you enquire about and/or apply for our services;
When you fill in any new client onboarding forms;
When you complete any forms before or during an appointment;
Verbally during discussions and therapy sessions;
Correspondence with us via post, phone, email or otherwise;
When you subscribe to our service or publications;
When you give us feedback or contact us.

We may also receive data from third-parties such as:

Technical information from Analytics providers such as Google.
Advertising networks such as Psychology Today.
Search information providers such as Google.

What happens if you don’t provide us with the required data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or goods). In this case, we may have to cancel a service or product you have with us but we will notify you if this is the case at the time.

Do we ever share your personal data?

We take your data's security seriously and only allow certain people to access it. We may share your personal data with the parties set out below for the purposes as stated further above.

Service providers, acting as processors who provide IT and system administration services.
Professional advisors including healthcare professionals, lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
As an HCPC-accredited clinician, we are obliged to consult with another mental health professional for supervision purposes. This is to ensure we reflect and improve on our clinical skills. When discussing clients in supervision we only refer to clients by their first name and identifiable information is minimised.
Sometimes we may need to share details with your GP or a social worker. We will always get your consent prior to doing this. When the information concerns risk of harm to the client or another person then we may need to disclose information about you without your consent for your own safety or for the safety of someone else.
If you are referred to another psychologist or healthcare professional for specialist care or assessment, your relevant information may be shared with them to ensure continuity of care and appropriate treatment.
HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
Debt collection agencies in the event that payment is not received for services rendered. This will be done to recover any outstanding debts, and the debt collectors will process your data solely for this purpose.
We may need to share your personal data with courts, legal representatives, or other relevant authorities for medico-legal purposes. This includes situations where we are required to do so by law, or where it is necessary to protect your vital interests or the interests of another person. We ensure that this data sharing is conducted lawfully and with due regard for your privacy rights.

All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.

Do we ever transfer your data internationally?

We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.

Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom.

Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom
Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

How secure is your data with us?

We have strong security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.

In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.

What is our process for retaining your data?

We only keep your data as long as necessary for the reasons we collected it.

By law we have to keep medical information about adult patients for 7 years after treatment has finished. By law we have to keep basic information about our clients (including contact, identity, financial and transaction data) for six years after they cease being patients for tax purposes.

If you contact us with an initial enquiry and share personal details, but do not then become a client, we will delete your personal information after four weeks. If you confirm you do not want to pursue a service within those four weeks we will destroy the information immediately.

For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.

What are your legal rights in relation to your data?

You have the following rights regarding your personal data:

Access: You can request a copy of the personal data we hold about you. This is known as a "data subject access request."

Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.

Erasure: You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.

Objection: In certain situations, you have the right to object to the processing of your personal data.

Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.

Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.

Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes and Contact

We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.

Who’s in charge of your data?

The controller of your data at The Hazel Tree Practice is Dr Imogen Marsh. Dr Marsh can be contacted via email:

drimogenmarsh@thehazeltreepractice.co.uk

Dr Marsh is the registered Data Protection Officer for The Hazel Tree Practice via the Information Commissioner’s Office.

Not happy with something?

If you have any concerns please get in touch so we can discuss and try to resolve them. You also have the right to talk to the Information Commissioner's Office (ICO) at (www.ico.gov.org.uk), but we hope to resolve any issues directly.

Cookies Policy

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

What are cookies?

Cookies are small files of information, usually containing letters and numbers, that websites store on your browser, or the hard drive of your computer. You must however agree to these cookies being stored for them to be stored on your device.

Our website needs to use these cookies so that we can understand what works well with our website, and what we can do to improve. These cookies also allow us to distinguish you from other website visitors, helping us to provide you with a seamless experience on our site.

Types of cookies used

We use the following cookie types:

Essential Cookies – These can also be known as “Strictly Necessary Cookies”, and they’re very important for us to make sure our website runs as it should. As a result, these cookies are always automatically enabled, to make sure our website works sufficiently. Some examples of uses of essential cookies include the distribution of website traffic across multiple servers.

Analytical Cookies – These can also be known as Performance Cookies, and they gather information about how website visitors use a website. These cookies help us to keep count of the number of visitors on our website, and also helps us to understand how these visitors use our website. This enables us to understand what works well on our website, and what doesn’t work so well, so we can continuously improve the site for visitors.

Functionality Cookies – These make your experience on our website easier by remembering user preferences, and simplifying interactions. Some examples of what these cookies enable include remembering your language preferences and font sizes.

What exact cookies do you use on your website?

More information about cookies used on a Squarespace website can be found here.

We do not share any information collected from our cookies with third parties.

Cookie Domain Description Duration Type

Crumb thehazeltreepractice.co.uk Squarespace sets this cookie to prevent cross-site request forgery (CSRF). Session Necessary

test thehazeltreepractice.co.uk No description available. Never Other

How can I control these cookies?

You are able to control your use of cookies on our website. You can do the following:

· Reject all cookies

· Select certain cookies you wish to use, and reject other cookies.

To decide which essential, analytical, functionality and targeting cookies our website sets, follow the below steps:

Using the Cookie banner on our website select “Accept all” to agree to our use of cookies and similar technologies to enhance your browsing experience, security, analytics and customization. Select ”Manage cookies” to make more choices or opt out.

You can select “Reject All” in our cookie banner. But if you do so, this also blocks essential cookies, which means you may not be able to access all parts of our website, and our website may not work to the best of its ability for you.

What is the Expiry Period for your cookies?

Not including our use of essential cookies, all cookies expire after four years.

How do I ask you for more information?

If you’d like to learn more about our use of cookies, or if you have any questions, please get in touch with our Data Protection Officer, Dr Imogen Marsh, via email:

drimogenmarsh@thehazeltreepractice.co.uk

We will ensure we get back to you within a reasonable period of time.

Thank you for reviewing The Hazel Tree Practice Privacy & Cookies Policy