Encompass Psychological Services LLP
Effective 25th May 2018
This policy sets out how Encompass Psychological Services uses and protects any information that you share with us when you access this website or make use of our clinical or training services. Encompass Psychological Services may change this policy from time to time. Any updates to the policy will be available on this website.
How we use your information and how long we keep it
Training and supervision
If you contact us by email to request information about training events, we will hold your name and email and any other contact details you provide, e.g. professional role, phone number, place of work, in order to keep you informed of upcoming events. We will delete such information upon your request. You can request this by completing the contact form on this website.
In order to provide training services to you we may need to collect certain information from you such as your name, email address, work address and work phone number. We will use this information to contact you regarding training you wish to arrange with us or are booked onto (for example to organise payment). Once you have received training from us we will use the information to contact you regarding the training you have received from us, to organise supervision or to keep you updated on amendments to training packages or possible research opportunities. We will not require personal data from you such as your date of birth or home address. We will keep your data as long as we need to process it. We will remove your contact details once you inform us that you have ceased employment within your role and/or no longer intend to provide the intervention in which we have trained you (e.g. Riding The Rapids). In terms of supervision, notes taken will be kept for as long as we are continuing to work with you and will be deleted within three months of completion of any supervisory relationship.
If you contact us with a query regarding accessing therapy, we will keep any information you provide, e.g. email address, name, etc. whilst the query is on-going. Once the query has been addressed, if you are not going to be accessing therapy with this service then your details will be deleted, usually within three months.
In order to provide therapy services to you we will require certain information from you which may include your name, address, email and phone number. Additional details are also likely to be taken in order to provide the service you require, including your or your child’s G.P details, personal history, school details and notes taken about your sessions. In addition to requirements laid down by GDPR, this information may be further protected by the Health and Caring Professions regulating body.
This information will be kept as long as we continue to provide services to you and as long as the information is required for processing, e.g. to obtain final payment. Once this work is complete, any data kept, including therapy notes will be deleted, usually within three months.
Payments for services
We may use your data for the purposes of accounting to bill for services and file tax returns. We will continue to hold this information until no longer required by HMRC.
We will not sell or transfer you email details to other services or third parties. Your email contact will only be used by us to contact you in relation to training or therapy services requested or received as outlined above.
Lawful Basis for Processing
Our basis for processing your information is legitimate interests. This is information that both you and we might reasonably expect to be provided and maintained in order to provide the information or service you want.
Obtaining and receiving personal data
As part of providing therapy to you we may request access to information from third parties, e.g. medical records or school reports. We would only obtain this information with your informed consent. Information we receive from you will only be used within this service in order to provide services to you. Except as required by law, courts or police, we would not release data to recipients outside of this service. In circumstances where we have concerns regarding possible risk to a child, young person or vulnerable adult, information may be shared with other services, as deemed appropriate, in order to safeguard that person.
You may request copies of the information we hold on you. We are required to respond to such a request within 30 days with no fee. If your request is unreasonable we may charge a fee or refuse to comply until an agreement is reached about what data will be shared. A summary of your rights is available at the Information Commissioner’s Office website.