Privacy Policy
SurreyPsych takes data protection and confidentiality very seriously. This privacy policy is intended to let you know how we collect and process your personal information in line with GDPR guidelines and we hope it will answer all your questions. However, if you have any queries, please contact us using the details given at the end of the document.
This policy sets out:
Why we collect personal information
We collect information about you to provide you with psychological assessment and treatment and because it supports the provision of a safe and professional service. It is therefore in our legitimate interests as Registered Psychologists and CBT Therapists to collect your personal data. We also collect sensitive ‘special category’ data (such as details about psychological difficulty). The lawful reason for doing so is that it is necessary for the provision of safe and professional (mental) health treatment (psychological therapy). You do not have to agree to share information with us, however, in many cases we may not be able to offer you a service if you do not.
How we collect and use of personal information
You may be asked to share personal information any time you are in contact with SurreyPsych. The information we collect about you will be used to offer you the best possible service and to comply with legal requirements. The information SurreyPsych collects about you will not be shared with 3rd parties unless there is a legal requirement to do so or it is in your best interest but this will always be discussed and agreed with you in advance.
What personal information we collect
When you get in touch, you may be asked for some basic personal information such as your name, email address and telephone number as well as some more sensitive information about the difficulties you are seeking support for.
If you are being referred by a third party such as your GP, Psychiatrist or your medical insurer, they might provide us with information like this on your behalf.
When you start to receive a therapeutic service from SurreyPsych the information you share during sessions will be recorded in session notes.
All of this information will be kept together in your personal records.
What cookies we collect and how we use them
We collect some cookies on our website. Some of them are necessary to make the website usable by enabling basic functions like page navigation. The website cannot function properly without these cookies. Some of them are statistical and help us to understand how visitors interact with our website by collecting and reporting information anonymously. Some of them we are still trying to classify with providers. If you prefer, you can choose to opt out of some cookies.
How we store personal information
All your personal information is stored in a variety of paper and digital files. Regardless of which, a number of administrative and technical measures are kept in place to ensure the safety and security of your personal information at all times. For example, files are kept in:
Protection of personal information
SurreyPsych takes the security of your personal information very seriously.
No one apart from your treating therapist has access to your personal records at any time.
When information about you is sent to a third party it is sent in a password protected document or via an encrypted email.
Any information stored digitally is stored in an encrypted format.
How we use personal information
We use the information you provide us to:
Disclosure to third parties
SurreyPsych will only disclose your personal information to 3rd parties when:
Children and young people's personal information
SurreyPsych understands the importance of taking extra care to protect the privacy and safety of children and young people.
The information we may collect about children and young people includes things like:
Basic Information: Name, Address, Date of Birth, School
Characteristics: Sexuality, Gender Identity
Sensitive Information: Emotional and Behavioural Difficulties, Academic Ability,
We use the information to provide high quality therapeutic interventions. Although there is no obligation for children and young people to share this information with us, in many cases this will prevent SurreyPsych from being able to offer them the best possible service.
We store this information in the same way as we store other information detailed in this Privacy Notice.
We only share this information with 3rd parties when we are required to by law (for example to protect the welfare of a child, young person or vulnerable adult) or when it is in the best interest of the child or young person. However, we always discuss this with children, young people and their parents/carers beforehand and where possible obtain consent.
Accuracy and retention of personal information
SurreyPsych makes every effort to keep your personal information accurate, complete, and up to date. If any of your information changes please let us know so that we can update our records.
We are legally required to hold certain information about you for a set period of time. Personal
records are kept for 7 years after the end of treatment and 7 years after your 18th birthday if you
were seen as a child in line with professional and HMRC guidelines. All personal information will be deleted or securely destroyed at the appropriate time and we will not keep your personal information for longer than is required or permitted by law.
Access to personal information
You are entitled to access the information stored about you at any time. If you would like access please make the request in writing to the address given above and SurreyPsych will endeavour to respond within 30 days. You may be asked to supply evidence of your identity in order for your request to be granted.
Additional Rights
You may also have the right to:
Questions about Privacy If you have any questions or concerns about this Privacy Policy or how we process your information or if you would like to make a complaint about a possible data breach please contact us in writing at:
Please include the words "Privacy Issue" in the subject line.
We take data security extremely seriously and all such communications are examined and replies issued where appropriate as soon as possible. If you are unsatisfied with the reply you receive, you may refer your complaint to the Information Commissioner’s Office (ico.org.uk).
This policy takes effect from the 25th of May 2018. However, we may occasionally make changes to it and when we do we will post the update on the SurreyPsych website.
This policy sets out:
- Why we collect personal information
- How we collect and use personal information
- What personal information we collect
- What cookies we collect and how we use them
- How we store personal information
- Protection of personal information
- How we use personal information
- Children and Young People's Personal Information
- Disclosure to third parties
- Accuracy and retention of personal information
- Access to personal information
- Additional rights
Why we collect personal information
We collect information about you to provide you with psychological assessment and treatment and because it supports the provision of a safe and professional service. It is therefore in our legitimate interests as Registered Psychologists and CBT Therapists to collect your personal data. We also collect sensitive ‘special category’ data (such as details about psychological difficulty). The lawful reason for doing so is that it is necessary for the provision of safe and professional (mental) health treatment (psychological therapy). You do not have to agree to share information with us, however, in many cases we may not be able to offer you a service if you do not.
How we collect and use of personal information
You may be asked to share personal information any time you are in contact with SurreyPsych. The information we collect about you will be used to offer you the best possible service and to comply with legal requirements. The information SurreyPsych collects about you will not be shared with 3rd parties unless there is a legal requirement to do so or it is in your best interest but this will always be discussed and agreed with you in advance.
What personal information we collect
When you get in touch, you may be asked for some basic personal information such as your name, email address and telephone number as well as some more sensitive information about the difficulties you are seeking support for.
If you are being referred by a third party such as your GP, Psychiatrist or your medical insurer, they might provide us with information like this on your behalf.
When you start to receive a therapeutic service from SurreyPsych the information you share during sessions will be recorded in session notes.
All of this information will be kept together in your personal records.
What cookies we collect and how we use them
We collect some cookies on our website. Some of them are necessary to make the website usable by enabling basic functions like page navigation. The website cannot function properly without these cookies. Some of them are statistical and help us to understand how visitors interact with our website by collecting and reporting information anonymously. Some of them we are still trying to classify with providers. If you prefer, you can choose to opt out of some cookies.
How we store personal information
All your personal information is stored in a variety of paper and digital files. Regardless of which, a number of administrative and technical measures are kept in place to ensure the safety and security of your personal information at all times. For example, files are kept in:
- Locked filing cabinets with keys stored offsite when not in use
- Encrypted cloud storage
- Microsoft Exchange level secure mailbox
- All smart phones and computers are password protected with string passwords and 2 factor authentication
Protection of personal information
SurreyPsych takes the security of your personal information very seriously.
No one apart from your treating therapist has access to your personal records at any time.
When information about you is sent to a third party it is sent in a password protected document or via an encrypted email.
Any information stored digitally is stored in an encrypted format.
How we use personal information
We use the information you provide us to:
- Respond to your enquiries
- Communicate with you about appointments
- Offer you high quality therapeutic interventions and treatment packages
- Comply with the law
- To create invoices
- To keep accurate payment / accounting records
Disclosure to third parties
SurreyPsych will only disclose your personal information to 3rd parties when:
- There is a legal requirement to do so
- You have given consent for the information to be shared, for example when we have agreed that a report or referral letter needs to be sent to another health professional as part of your treatment package
- There are concerns about someone's safety or wellbeing
- We have supervision with qualified supervisors, which is a professional practice requirement to maintain standards. However we do not disclose identifiable information in this instance.
- We need to arrange for the funding and/or payment of services received, for example, with medical health insurance companies or the secure Health Code invoicing system.
Children and young people's personal information
SurreyPsych understands the importance of taking extra care to protect the privacy and safety of children and young people.
The information we may collect about children and young people includes things like:
Basic Information: Name, Address, Date of Birth, School
Characteristics: Sexuality, Gender Identity
Sensitive Information: Emotional and Behavioural Difficulties, Academic Ability,
We use the information to provide high quality therapeutic interventions. Although there is no obligation for children and young people to share this information with us, in many cases this will prevent SurreyPsych from being able to offer them the best possible service.
We store this information in the same way as we store other information detailed in this Privacy Notice.
We only share this information with 3rd parties when we are required to by law (for example to protect the welfare of a child, young person or vulnerable adult) or when it is in the best interest of the child or young person. However, we always discuss this with children, young people and their parents/carers beforehand and where possible obtain consent.
Accuracy and retention of personal information
SurreyPsych makes every effort to keep your personal information accurate, complete, and up to date. If any of your information changes please let us know so that we can update our records.
We are legally required to hold certain information about you for a set period of time. Personal
records are kept for 7 years after the end of treatment and 7 years after your 18th birthday if you
were seen as a child in line with professional and HMRC guidelines. All personal information will be deleted or securely destroyed at the appropriate time and we will not keep your personal information for longer than is required or permitted by law.
Access to personal information
You are entitled to access the information stored about you at any time. If you would like access please make the request in writing to the address given above and SurreyPsych will endeavour to respond within 30 days. You may be asked to supply evidence of your identity in order for your request to be granted.
Additional Rights
You may also have the right to:
- To be informed of what information I collect and hold about you and how it is processed
- To rectify any inaccurate or incomplete personal information
- To restrict the processing of your personal data under certain circumstances
- To object to the processing we carry out if the processing is carried out on a legal basis other than that outlined in this policy
- To request your personal information be erased under certain circumstances or when our processing no longer has a lawful basis (we would discuss whether this right can over-ride the requirement to retain data).
- If you believe you have any of these additional rights or you wish to exercise them, please let us know.
Questions about Privacy If you have any questions or concerns about this Privacy Policy or how we process your information or if you would like to make a complaint about a possible data breach please contact us in writing at:
- Postal Address:
- Email Address:
Please include the words "Privacy Issue" in the subject line.
We take data security extremely seriously and all such communications are examined and replies issued where appropriate as soon as possible. If you are unsatisfied with the reply you receive, you may refer your complaint to the Information Commissioner’s Office (ico.org.uk).
This policy takes effect from the 25th of May 2018. However, we may occasionally make changes to it and when we do we will post the update on the SurreyPsych website.