Full privacy policy

Effective From:      1st July 2022

  1. Purpose
    1. The purpose of this policy is to layout the process by which E-J Psychotherapy gathers, processes, stores & protects your data.
  2. Scope
    1. All E-J Psychotherapy clients and individuals who make enquiries about accessing psychotherapy through E-J Psychotherapy.
    2. Third party providers are excluded from the scope of this policy outside of their supplier duties & responsibilities to securely gather, process and store data pertaining to E-J Psychotherapy.
  3. Policy Statement
    1. This policy outlines the type of personal information that E-J Psychotherapy collects and stores as well as how it is obtained. It also explains why particular data is required, what your rights are regarding the protection of your data and how to make a complaint.
  4. Type of personal information collected
    1. E-J Psychotherapy collects the following type of information;
      1. Personal identifiers, contacts and characteristics.
      2. This includes sensitive personal information and includes, but is not limited to;
        1. Health information
          1. Including GP details, other health agency details, information pertaining to medical conditions & illnesses and medication
        2. Contact details
          1. Your contact details and those of trusted individuals who may make an enquiry or referral on your behalf
        3. Characteristics
          1. Including ethnic, race, nationality, political, religious and philosophical beliefs and opinions, political and trade union affiliation, information pertaining to your sex life, sexual orientation and identity
  5. How E-J Psychotherapy obtains personal information and why it is required
    1. Most of the personal information E-J Psychotherapy processes is provided to us, directly by you for one of the following reasons;
      1. Provision of health treatment ie psychotherapy & counselling
        1. This is necessary for the contract to exist between you, the client, and E-J Psychotherapy, as health service provider and the professional development of the service and individuals within it.
      2. Compliance with legal and professional obligations
        1. These include clinical records which will include brief notes on the themes of each session.  These are required to meet professional obligations including insurance and in order to meet the requirements of professional bodies ie the BACP & UKCP.
    2. In certain circumstances some of your personal information may be provided to us by a trusted individual ie your GP or another health care provider, trusted friend/family member.  Please refer to Clause 5.1 as to why this might be required.
  6. How E-J Psychotherapy stores your information
    1. Your information is securely stored in E-J Psychotherapy’s CMS (clinical management system).  This uses a 2- step authentication process for added security and meets the UK GDPR requirements.
    2. Electronic documented data that is not uploaded to E-J Psychotherapy’s CMS is stored securely, password protected and on password protected devices.
    3. Prior to you starting therapy (prior to your initial session), when you make an enquiry (or one is made on your behalf), E-J Psychotherapy will keep information gathered during the referral process for 3 months after the date of last contact.
      1. If you do not pursue therapy, E-J Psychotherapy will then dispose of your information by electronic deletion from our CMS.
    4. Once you start therapy E-J Psychotherapy will keep clinical records for 7 years after therapy ends.
      1. Your information will be disposed of by electronic deletion from E-J Psychotherapy’s CMS.
  7. Why E-J Psychotherapy shares your information
    1. E-J Psychotherapy may share some of your personal information with third parties for management, business administration and accounting purposes. This would include, but is not limited to, CMS (clinical management system) providers, accounting providers and HMRC.
    2. E-J Psychotherapy may also share your information with other health providers such as your GP, mental health service providers or emergency services.  This would typically be something that would be discussed with you and would be for safeguarding reasons, to ensure continuity of clinical care & responsibility and/or to ensure that you are receiving joined up support and care.
  8. Lawful basis for processing your data
    1. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases E-J Psychotherapy  relies on for processing your information are;
      1. Your consent
        1. You may remove consent at any time.  You can do this by contacting admin@ejpsychotherapy.co.uk
      2. E-J Psychotherapy has a legitimate interest
  9. Your data protection rights
    1. Under data protection law, you have rights, including;
      1. Right to access
        1. You have the right to ask us for copies of your personal information
      2. Right to rectification
        1. You have the right to ask us to rectify personal information you think is inaccurate.
        2. You also have the right to ask us to complete information you think is incomplete
      3. Right to erasure
        1. You have the right to ask us to erase your personal information in certain circumstances
    2. You are not required to pay any charge for the exercising of your rights.  However, E-J Psychotherapy will charge you a £15 administration fee for every SAR (subject access request) you make.
    3. If you exercise any of these rights, E-J Psychotherapy has a month to respond to you.
    4. Please contact us at admin@ejpsychotherapy.co.uk if you wish to make a request.
  10. How to complain
    1. If you have any concerns about how E-J Psychotherapy uses your personal information, you can make a complaint to E-J Psychotherapy at admin@ejpsychotherapy.co.uk
    2. You can also complain to the ICO if you are unhappy with how E-J Psychotherapy have used your data.
      1. The ICO’s address is Information Commissioner’s Office, Wycliffe House, Water Lan, Wilmslow, Cheshire, SK9 5AF
      2. The ICO’s helpline number is: 0303 123 1113
      3. The ICO’s website is; https://www.ico.org.uk

Website Privacy Policy

1. Commitment to User Privacy

E-J Psychotherapy & Counselling is committed to the online privacy of all of its users. This Privacy Policy Statement is designed to give a clear explanation of E-J Psychotherapy & Counselling's data processing practices. If you have any questions or concerns relating to E-J Psychotherapy & Counselling and data protection please email us.

2. Information Collected

E-J Psychotherapy & Counselling is the sole owner of the information collected on this site. We will not sell, share, or rent this information to third parties.

3. Log Files

We use IP addresses to analyse trends, administer the site, track users' movement, and gather broad demographic information for aggregate use. IP addresses or cookies are not linked to personally identifiable information.

4. Links

E-J Psychotherapy & Counselling contains links to other sites. Please be aware that E-J Psychotherapy & Counselling is not responsible for the privacy practices of such other sites. This privacy statement applies solely to information collected by this website. However, if you have any concerns about privacy on linked sites please let us as know.

5. Notification of Changes

If we decide to change our privacy policy, we will post those changes on this page so our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.