Website Privacy Policy

Hello there!‍‍ ‍

Thank you for checking out our privacy policy.  At Psychological Minds we take your privacy seriously.  We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services.We encourage you to read this policy, so you're fully aware of how and why we use your information.

This privacy policy relates to this Psychological Minds website, hosted by Squarespace. Our website contains links to the Safe and Meaningful Contact Guidelines website. This site is also owned by Psychological Minds. It is hosted by Thinkific. Policies related to this website can be found on the Safe and Meaningful Contact Guidelines website: https://www.samcguidelines.com.

Who’s in charge of your data?

‍ The controller of your data is Psychological Minds Limited and we can be contacted on:

‍ Email address: chris.burke@psychologicalminds.com

‍ Telephone number:  07751 062317

‍Not happy with something?

‍ Let’s chat and try to fix it. You've also got the right to talk to the Information Commissioner's Office (ICO) at (www.ico.gov.org.uk), but we hope to resolve any issues directly.‍‍ ‍

What type of data do we collect about you? ‍ ‍

This website is hosted by Squarespace. Squarespace collects personal information when you visit this website, including:

• Information about your browser, network and device

• Web pages you visited prior to coming to this website

• Web pages you view while on this website

• Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. You can read more about how Squarespace uses your data (site usage information of end users) for its own purposes in their Privacy Policy.

This information may also include details about your use of this website, including:

• Clicks

• Internal links

• Pages visited

• Scrolling

• Searches

• Timestamps

We provide this information to Squarespace, our website analytics provider, to learn about site traffic and activity.

Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:‍‍ ‍

• Identity details such as first and last name, job title.‍ ‍

• Contact details such as your billing address and email address.‍ ‍

• Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website. ‍ ‍

• Financial information such as your bank account and payment card details.‍ ‍

• Information about transactions like details about payments to and from you, and other details of products and services you have purchased from us. ‍ ‍

• Usage information about how you use our website, products and services.‍ ‍

• Marketing information such as your preferences on receiving marketing from us (including being added to our email list), along with your communication preferences.‍ ‍

• Health Data such as information about your health, including information about your existing and previous medical health conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you.  ‍‍ ‍

Special Category Data:  We do not collect any other Special Category Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.‍‍ ‍

How do we collect your personal data? ‍

We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:

• When you fill in any of our online forms;‍ ‍

• When you purchase or enquire about our training services and/or courses;‍ ‍

• When we receive details of attendees from organisations that have instructed us to carry out training;‍ ‍

• When we provide our supervision services to you;‍ ‍

• Correspondence with us via post, phone, email or otherwise;‍ ‍

• When you request marketing communications to be sent to you; or‍ ‍

• ·When you give us feedback or contact us. ‍‍ ‍

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.‍‍ ‍

This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed here.

Online Forms:

When you submit information to this website via webform, we collect the data requested in the webform in order to track and respond to your submissions. We provide this information to Squarespace, our website hosting provider, so that they can provide website services to us and help us manage our relationship with you. We also provide this information with Psychological Minds via email (info@psychologicalminds.com) for storage and [with Zapier for data porting].

‍What are the purposes for which we use your personal data? ‍

The purposes for which we will be using your data include:‍‍ ‍

• To register you as a new customer/patient.‍ ‍

• To provide our services and to provide training or courses to you and/or your staff, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.‍ ‍

• To provide supervision or consultancy services to you.‍ ‍

• To manage our relationship with you e.g., to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.‍ ‍

• To send you relevant marketing information about our products and services.‍ ‍

• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

• To deliver relevant website content to you and measure or understand the effectiveness of the advertising we serve to you.‍ ‍

• To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.‍ ‍

• To make suggestions and recommendations to you about goods or services that may be of interest to you.‍‍ ‍

We rely on one or more of the following lawful conditions to process your data as outlined above: ‍‍ ‍

• To fulfil our contract with you

• For our legitimate interests; or‍ ‍

• ·To comply with legal obligations. ‍‍ ‍

In some scenarios, we’ll ask for your consent, especially for collecting sensitive data. In most circumstances, generally, we do not obtain your consent for processing your personal data.  If we send you marketing communications and you no longer wish to receive them, you can opt out anytime by contacting us or clicking on the ‘unsubscribe’ button on our marketing communications.‍‍ ‍

We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data.  If you’d like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please feel free to contact us. ‍‍ ‍

Do we use Cookies? ‍

Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser.  Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.

‍Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy here to learn more: Cookie Policy

Do we use third-party links?‍ ‍

Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data. ‍‍ ‍

We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.‍‍ ‍

Do we ever share your personal data? ‍ ‍

We take your data's security seriously and only allow certain people to access it. ‍‍ ‍

We may share your personal data with the parties set out below for the purposes as stated further above.‍‍ ‍

• Service providers, acting as processors who provide IT and system administration services.‍ ‍

• Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.‍ ‍

• As an HCPC accredited clinician, we are obliged to consult with another mental health professional for supervision purposes.  This is to ensure we reflect and improve on our clinical skills.  When discussing clients in supervision we only refer to clients by their first name and identifiable information is minimised.‍ ‍

• We may need to share your personal data with courts, legal representatives, or other relevant authorities for medico-legal purposes. This includes situations where we are required to do so by law, or where it is necessary to protect your vital interests or the interests of another person. We ensure that this data sharing is conducted lawfully and with due regard to your privacy rights.‍ ‍

• HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, based who require reporting of processing activities in certain circumstances

The external companies we share your data with are as follows:‍‍ ‍

• Thinkific Labs Inc. – our hosting platform based in Canada.  They also retain records of individuals who have completed training with us.‍ ‍

• Stripe Payments Europe Limited – our online payment processing provider.‍ ‍

• Link Maker Systems Limited – our technical provider who has created out SaMC Guidelines online tool, which collects and stores data about our clients.‍ ‍

• Microsoft OneDrive – for storage of client data.‍‍ ‍

All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions. ‍‍ ‍

Do we ever transfer your data internationally? ‍ ‍

We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.  For example, when we share data with Thinkific it may be stored on their servers in Canada, but we have the appropriate international data processing agreements in place.‍‍ ‍

Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom.‍‍ ‍

Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:‍‍ ‍

·       We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom‍ ‍

·       Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe. ‍‍ ‍

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom. ‍‍ ‍

How secure is your data with us? ‍ ‍

We have strong security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.‍‍ ‍

In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.‍‍ ‍

What is our process for retaining your data?

We only keep your data as long as necessary for the reasons we collected it. ‍‍ ‍

By law we have to keep basic information about our customers (including contact information, identity details, financial information and data relating to your transactions with us) for six years after they cease being customers for tax purposes.‍‍ ‍

We have to keep medical information about patients for 7 years after treatment has finished. For any children we treat, we are obliged to retain the medical information until the child’s 25th birthday. By law we have to keep basic information about or clients (including contact, identity, financial and transaction data) for six years after they cease being patients for tax purposes. ‍ ‍

For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.‍‍ ‍

What are your legal rights in relation to your data?‍ ‍

You have the following rights regarding your personal data:

‍Access: You can request a copy of the personal data we hold about you. This is known as a "data subject access request." ‍‍ ‍

Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it. ‍‍ ‍

Erasure:  You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request. ‍‍ ‍

Objection: In certain situations, you have the right to object to the processing of your personal data.‍‍ ‍

Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances. ‍‍ ‍

Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice. ‍‍ ‍

Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.‍‍ ‍

If you wish to exercise any of the rights set out above, please contact us. ‍‍ ‍

We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario.    We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. ‍‍ ‍

Changes and Contact ‍

We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.‍‍ ‍

Thanks for reading our privacy policy. If you have any questions please don't hesitate to contact us.