Equilibrium Psychology Practice Ltd Privacy Policy
Trading as Equilibrium Practice.
This Privacy Policy was produced on the 1st April 2023, and updated on 16th October 2024 to ensure that the services offered by Equilibrium Psychology Practice Ltd are in line with the law with regard to how organisations and small businesses protect your ‘data’ (personal details and records). This is called the General Data Protection Regulation or GDPR (Europe) and The Data Protection Act 2018 (UK).
The following summary highlights how GDPR is being implemented, by explaining why confidential information is held and how this is protected. There is more information at: https://ico.org.uk
This is the Privacy Policy of Equilibrium Psychology Practice Ltd (known hereafter as EPP) and the services offered under the name. It applies to all personal information collected by EPP.
It is assumed that by engaging with the services of EPP that you are consenting to records being kept.
Use of Information:
Your personal information may be used the following ways to:
- Verify your identity.
- Provide the services you require.
- Administer and manage those services, including charging, billing, and collecting debts.
- Personalise your experience.
- Research and develop services.
- Send periodic information.
Please note the email address you provide for our service may be used to send you information and updates pertaining to your services.
Disclosing Your Personal Information:
- EPP does not sell, trade, or otherwise transfer to outside parties, your personally identifiable information. This does not include trusted third parties who assist in conducting the business, or servicing you, so long as those parties agree to keep this information confidential. For example, accountancy and bookkeeping may be provided by another party who will comply with GDPR and the privacy policy. No clinical notes would ever be disclosed to a third party.
- EPP may also release your information when it is believed release is appropriate to comply with the law, or to protect EPP’s or others' rights, property, or safety. However, non-personally identifiable information may be provided to other parties for marketing, advertising, or other uses.
Access And Updates:
- You have the right to request access to any personal information held by EPP which relates to you in the manner permitted by the Privacy Act 1988. Right of access, called a ‘subject access request’ or SAR, can be made for copies of letters but there may be an administration charge if all records are requested, as these may be ‘excessive’. These will be provided within 1 calendar month of the request being made.
- To view and update your record, or if you wish to have your personal information deleted, please email:admin@equilibriumpractice.com
Storage and Security:
- Keeping records is an essential component of healthcare, which assists in understanding how best to help, and forms the basis of any reports needed.
- Confidentiality is always maintained and your information is not shared unless there are exceptional circumstances. For example, it is a professional obligation to inform, on a need-to-know basis, if a person is deemed at risk to themselves or others. For more information about this please see The British Psychological Society, Generic Professional Practice Guidelines www.bps.org.uk or discuss this directly with EPP.
- Consultation notes and questionnaires will be held for varying lengths of time depending on the content (and then carefully disposed of). For example, some records may be held indefinitely if there were any issues of concern that could lead to police investigation in the future.
- Some mental health records are subject to special legislation, for example, children’s records are kept until age 26, and adult records for 8 years after the last contact with the service Www.gov.uk/government/publications/records-management-code-of-practice-for-health-and-social-care
- Other records will be stored for between 12 and 24 months, then destroyed using a confidential record destruction service.
- EPP takes all reasonable steps to ensure that the information collected, used or disclosed, is accurate, complete, up-to-date and stored in a secure environment accessed only by authorised persons. EPP also takes reasonable steps to protect personal information held from misuse and loss and from unauthorised access, modification and disclosure.
- All information recorded on paper will be securely stored in a locked filing cabinet, and if this has to be transported outside of the office, great care will be taken in other premises and likewise locked in a filing cabinet.
- Letters sent by surface mail e.g. to GPs, will be clearly marked “Confidential” and password protected.
- Confidential digital information will be stored in a secure cloud service offering high levels of security. Confidential reports sent by EPP via the internet will be password protected and, in most cases, encrypted.
- All electronic devices (e.g. computer, laptop and phone) used to access stored information will themselves be password protected.
- However, no data transmission over the internet can be guaranteed to be 100% secure. As a result, the security of any information you transmit to EPP cannot be guaranteed, and you do so at your own risk.
- In the event of death or incapacity of the Director of EPP, arrangements have been made for records to be held by a named professional colleague who will continue with the above obligations.
Contact:
If you have any questions, comments or complaints concerning this policy, please contact EPP by email, admin@equilbiriumpractice.com
Changes To Privacy Policy:
EPP reserves the right from time to time to change this policy at their sole discretion. If it is decided to change the privacy policy, the privacy policy modification date below will be updated.
Version date: 16.10.24 Version number: v0.2
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