Our Privacy Policy

Collaborate Psychology Service (CPS) is a company offering clinical psychological services. This privacy policy explains how we use any personal information we collect about you, as a past, present, future service user (client or patient) or when you use our website.

Collaborate Psychology Service provides psychological assessment and therapy services based in London. This privacy policy provides information about the personal information we process about you as a data controller, in compliance with the General Data Protection Regulation (GDPR).

Please contact info@collaboratepsychology.co.uk with any questions or requests about the personal information we process.

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
Why do we collect at information about you?

2. Why do we collect information about you?

We may collect information about you because you are a patient or client of ours.

We process the data because it is in our legitimate interests as clinical psychologists to do so. We need to see and analyse documents containing this information in order to carry out an assessment or to deliver a psychological intervention.

Another lawful reason for us processing your data may be Legal Obligation. If we are processing “special category data” about you, this is our second lawful reason to do so. As a client or patient of CPS our lawful reason for processing “special category data” is that it is necessary for the purposes of the provision of health or social care or treatment.

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
Relationships & children
Occupation
Address
Telephone/SMS number
Email address

To make sure that you are assessed and/or treated safely and appropriately, we record your personal information, such as your name, address, as well as all contacts you have with CPS such as appointments and the results of assessments and letters relating to your care. Your data is kept confidential within the company at all times and is only shared with staff when they need it to carry out their job.

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

• Invoices and receipts

• Accounts, VAT and tax returns

Patients/Clients (Therapy or private assessment)

When you are a patient or client of CPS we record all your treatment and details of your appointment so that your clinician can plan your treatment correctly. In addition to the personal information above, we may also collect information regarding:

Medical conditions (if relevant)
Prescribed medication
Psychological history and current difficulties

Sexuality
Offences (including alleged offences)
Financial information, including bank account details

We may collect some of this information from your insurance company if you have one, and some of this information will be collected directly from you.

In many cases, an individual has consented to the transfer of their personal data to us. Where an individual has consented, he or she may easily withdraw it by notifying us at the email address above.

4. How do we store the information about you?

We take your privacy very seriously. We are committed to taking 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.

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, in the unlikely event there are queries from HMRC and the VAT commissioner. Where it is not necessary to retain the data for six years, it is destroyed as soon as possible.

Patients/Clients (therapy or assessment)

Personal data in legal cases is retained, where necessary, for six years in compliance with our professional indemnity obligations. Where this is not necessary, it is destroyed on the conclusion of the case.

Who do we share your personal information with?

Your information is kept confidential within the company at all times and is only shared with staff when they need it to carry out their job. All staff are required to work to strict professional and contractual codes of confidentiality and where possible we will anonymise information so that individual patients cannot be identified.

If we become aware of your intent to cause harm to 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.

Special category data and personnel files held electronically are encrypted with restricted access. We do not collect or store special category or other personal data other than electronically – we do not hold this information as hard copies.

Patients/Clients (therapy or assessment)

In many circumstances we will not disclose personal data without consent.

Your information may be shared with outside organisations if they are directly involved in your care, for instance, your insurer if they are funding your treatment, your GP, or others involved in your care. We will discuss with you who we would discuss your care with, and what details we would share with them.

If your health is in jeopardy (with your agreement) we may share your contact information with an emergency healthcare service (e.g. Mental Health Crisis Team).

When we investigate a complaint we may need to share personal information with other relevant bodies.

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.

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

CPS 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. 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 CPS 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 info@collaboratepsychology.co.uk.

7. Complaints or queries

CPS 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, please email us.

If you are not satisfied with the response from CPS 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 information ICO:
Website: https://ico.org.uk/concerns/
Email: casework@ico.org.uk
Telephone: +44 (0) 303 123 1113

8. Who we are and how to contact us

Collaborate Psychology Service is the company that you are supplying your personal information to.

Email: info@collaboratepsychology.co.uk

Website: www.collaboratepsychology.co.uk