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Privacy Policy

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Access To Your Data

Cookie Policy

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Section 1 – Introduction to the Document

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1.1 Commitment to Privacy
PsychOnline is dedicated to maintaining transparency regarding how we manage your privacy. This document outlines our practices concerning the collection, use, and storage of your personal data. We are committed to protecting your information and ensuring that your privacy is respected.

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1.2 Contact Information
To report a privacy concern or if you have a question about our privacy policy, please contact our Data Protection Officer, Dr. Saad Lakhani, at Saad.Lakhani@psych-online.co.uk. Feel free to ask any questions you may have. To maximize accessibility, this document is divided into sections, each with subsections to help you find exactly what you're looking for.

 

1.3 Notification of Changes
Should this document undergo any major changes, our team will contact you, provided we hold your data from any of the sources below:

  • A: You are an existing patient with us.

  • B: You have filled out a form with your contact details, as outlined in our data retention policy (found below).

  • C: You can contact our Data Protection Officer, Dr. Saad Lakhani, at Saad.Lakhani@psych-online.co.uk, with your preferred contact details if you wish to be updated about any major changes to this policy.

 

Section 2 – Data Collection from Our Website

 

2.1 Get Started Form Overview
Page URL: psych-online.co.uk/book
Page: Get Started
Form Description: This form allows patients to request an assessment. We collect three fields of data from this form, all of which share the same retention policy.

  • Name (optional): Patients can leave this field blank to uphold privacy until they consult with a therapist. We collect the name to address patients correctly.

  • Phone (required): Providing a phone number is necessary for us to contact patients regarding their query.

  • How Can We Help You (required): This field allows patients to express how they would like to be assisted. The prompt "Feel free to share as little or as much as you are comfortable with" is included to ensure patients do not feel compelled to overshare.

 

2.2 Data Handling by Wix
This form is powered by Wix.com, which is a GDPR-compliant provider, ensuring that requests are processed securely. All submissions are logged by Wix and are only accessible to the site admin. Additionally, a copy of the submission is sent to select therapists' email addresses.

 

2.3 Data Retention Policy
All form submissions will be deleted from Wix and inboxes within 30 days of receipt. Senders can request their data be removed immediately from both locations by emailing our Data Protection Officer at Saad.Lakhani@psych-online.co.uk. Such requests will be processed within 15 days of receipt.

 

Section 3 – Cookie Policy

3.1 Understanding Cookies
Cookies are small text files stored on your device by your web browser when you visit a website. They enhance your experience by remembering preferences, enabling session management, and collecting data for analytics and advertising purposes. Below are all the types of cookies we use to optimize user experience.

 

3.2 Essential Cookies
These cookies are necessary for the website to function properly. They enable core features such as user authentication, session management, and accessibility.

 

3.3 Performance Cookies
These cookies collect information about how users navigate our site, helping us improve functionality and user experience. They track features such as the date/time of visit, interactions with buttons, and time spent on site.

 

3.4 Functional Cookies
These cookies remember user preferences and choices for future visits, enabling personalized features and user engagement.

 

3.5 Advertising Cookies
These cookies deliver targeted advertisements based on user interests and online behaviour.

 

3.6 Cookie Compliance Mechanism
To enhance your privacy while using our site, we use a pop-up banner powered by PurpleBear (purplebear.co), a GDPR-compliant provider, which gives you the option to accept or decline cookies. By accepting, you agree to all four types of cookies above. By declining, you only agree to essential cookies necessary for the site to operate.

 

3.7 Data Access by PurpleBear
PsychOnline does not share, sell, or allow PurpleBear access to any data.

 

Section 4 – Handling the Data of Minors

 

4.1 Data Collection Policy for Minors
Our website includes a disclaimer stating that patient onboarding requests for individuals under 18 are not processed via our website. The "Get Started" form has a disclaimer that reads, "All requests for patients under the age of 18 must not be submitted via this form. Please contact us directly for such requests."

 

4.2 Site Disclaimer Regarding Minors
This distinct disclaimer means that when we receive information about individuals under 18 despite the disclaimer, the data will be handled according to our standard retention policy specific to the form.

 

4.3 Data Retention Policy for Minors
Data received regarding minors through direct contact methods will be stored on encrypted, GDPR-compliant software. Information about those who do not proceed to onboard as patients will be deleted within 30 days of contact.

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Section 5 – Handling the Data of New & Existing Patients

 

5.1 Overview of Patient Data Handling
Currently, PsychOnline does not use an Electronic Patient Management System. We plan to implement a secure platform for managing patient data soon. Relevant information regarding patients can be stored in two locations.

 

5.2 Use of Microsoft Word for Data Storage
Some data, such as patient letters, may be stored in Microsoft Word. Microsoft is a GDPR-compliant provider that prioritises data protection to our high standards. Patient data stored on Microsoft Word will never be sold, shared, or distributed beyond our organisation. All data on Microsoft Word is stored in accordance with the following retention policy:

 

5.2.1 Microsoft Word Retention Policy
While you are a patient with us, we will retain all Microsoft Word documents created in relation to you in a secure manner. Once you are discharged or decide to stop receiving help from us, we will store data in a secure archive for 180 days.

 

5.3 Use of Paper Documents for Data Storage
Some data, such as patient notes and observations, may be stored on paper. We strive to ensure that all paper documents are stored securely and are never shared, sold, or distributed beyond our organisation. All paper documents are stored in accordance with the following retention policy:

 

5.3.1 Paper Retention Policy
While you are a patient with us, we will retain all paper documents created in relation to you in a secure manner. Once you are discharged or decide to stop receiving help from us, we will store data in a secure archive for 180 days.

 

5.4 Patient Data Sharing Policy
At PsychOnline, we do not share your patient data with any external organisations, including regulatory and health bodies such as the HCPC, GMC, BPS, and NHS. In the rare event that we receive a request for information from these organisations, we will consult with you before sharing any data. In the highly unlikely event that a trusted regulatory body compels us to share your information, we will notify you promptly. Should you have any objections, you may need to discuss your concerns directly with the relevant health board regarding your preferences for data sharing.

 

5.5 Welfare Concerns Policy
PsychOnline values the safety and well-being of all patients. In situations where we have serious concerns regarding your welfare, such as risk of self-harm, suicide, or the endangerment of a vulnerable individual, we may be compelled to act beyond your consent.

 

5.5.1 Contacting Authorities for Welfare Concerns
This may include contacting emergency services (999) or reaching out to relevant authorities to provide immediate assistance. Such circumstances are rare but essential to ensure your safety and well-being. Our professional team of clinicians are experienced in making decisions that prioritise your welfare.

 

5.6 Access to Your Data
We value your right to request your own data, including clinical records and reports, in accordance with the General Data Protection Regulations Act (2018).

 

5.6.1 Submitting a Subject Access Request
You can submit a subject access request by emailing our Data Protection Officer, Dr. Saad Lakhani, at Saad.Lakhani@psych-online.co.uk. Upon receipt of a subject access request, our team will carefully assess its appropriateness. We will verify your identity and evaluate the specifics of your request to determine what information you are seeking and whether it falls within the scope of your personal data. All decisions will comply with the General Data Protection Regulation Act (2018). Should you have any concerns regarding the information we provide, you may contact Dr. Saad Lakhani at Saad.Lakhani@psych-online.co.uk. If you feel escalation is necessary, you can contact the Information Commissioner's Office (ICO). Details on how to contact the ICO and how to lodge a complaint are found in Section 6, at the bottom of this document.

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Section 6 – Complaints Procedure

6.1 Reporting Privacy Concerns
If you have any concerns regarding privacy within our website, please contact our Data Protection Officer, Dr. Saad Lakhani, at Saad.Lakhani@psych-online.co.uk.

6.2 Contacting the Information Commissioner's Office
If you feel we are not complying with your Data Protection Rights, you can contact the Information Commissioner's Office (ICO), the UK’s supervisory authority for data protection issues. You can reach the ICO in the following ways:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF

We encourage you to contact our Data Protection Officer, Dr. Saad Lakhani, at Saad.Lakhani@psych-online.co.uk, before lodging a complaint with the ICO.

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