Psychology Clinic Self Referral Form

Privacy notice/ Data protection
 
Clinic Contact information: [email protected]           University of Bath Data Protection Team: [email protected] 

We keep information about you in order to provide you with a service, and for service improvement.  
We cannot work with you unless you allow us to keep records.  
We follow the law, and the codes of practice set down by the HCPC / BABCP We have systems in place to protect your data.  
You are entitled to request a copy of your data free-of-charge, and to have inaccurate information corrected.  
We aspire to the highest data privacy standards.
If you have questions, concerns or feedback then please let us know so that we can address them.  
You can complain to the Information Commissioners Office (ICO) if you think that we are acting unlawfully: visit ico.org.uk/concerns or phone 0303 123 1113.  

 Why we keep information:  
Our professional registration requires us to keep information about our clients and the work that we do. We cannot offer you services unless you allow us to keep data about you and our work together.  
 
The legal basis:  
We collect, store and process data using ‘Contract’ as our legal basis. The University is registered with the Information Commissioners Office (ICO) to do so. We follow the rules set down by our professional regulator (the Health and Care Professions Council (HCPC) / British Association of Behavioural and Cognitive Therapists (BABCP)), and the British Psychological Society (BPS).  
 
The information that we keep:  
We keep personal data e.g. your name, address, phone number. We also keep sensitive data e.g. notes about our meetings, your gender, social history.  
 
What we do with the information:  
We use the data we collect for three reasons: (1) to provide you with services, (2) to help prevent serious harm, (3) for service audit and improvement.  
 
You have the right to:  
request details of all the information that we keep and to receive it within one month at no fee.  
have information corrected if you consider it inaccurate or incomplete. 
complain if you think that we are acting unlawfully (see The basics, above).  

 How long we keep data:  
We keep client data throughout our work with clients and in line with professional guidance. All data is deleted after the ‘retention period’, and no later than the first working Monday of the January following it.  
For clients aged 18 and over, the retention period is 7 years after the work has ended.  
For clients aged under 18 after the work has ended, the retention period is 7 years after the client’s 18th birthday.  
For people enquiring about support (who do not become clients) the data retention period is 1 year.  
 
Where we store data:  
in our online clinic management software
in our email systems (secure outlook)  
Our website uses cookies so that we can see how many people have visited and which pages are most popular. Google may send additional cookies if you use the google map links on the site. Cookies are anonymous and contain no personal data. You can turn cookies off in your website browser if you wish to. The University cookies policy can be found here: Privacy and cookie policy  

 How we keep data safe:  
Clinical note data is encrypted in flight. This means that no one can read data being sent to, or coming from, our clinical notes. Our accounts are locked with a strong password and two-step verification.  
Our email and accounting systems are secured with a password.  
 
Online meeting security:  
For online meetings we use Microsoft Teams, an end-to-end encrypted video calling service. If we agree to meet online you will need to download Teams to your smartphone, computer or tablet.  
Teams is free to download from the web or from your device app store; you can read more about how Teams protects its users here: https://learn.microsoft.com/en-us/microsoftteams/teams-security-guide 
 
Sending and receiving emails:  
You can email us but please bear in mind that unless you use an encrypted service, email is not a totally secure system.  
Please do contact/ speak with us if you have any questions or concerns about the above information or want to discuss anything further.