PRIVACY
Psychologist in Town respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or engage with our services via phone, online booking system or email, and tell you about your privacy rights and how the law protects you.
Psychologist in Town respects and protects the confidentiality of your personal data. All your details are stored and processed in accordance with the General Data Protection Regulation (GDPR). For more information on how we manage your data please scroll to the relevant section below:
Initial Therapy Enquiries
What data are collected?
Via Psychologist in Town’s website and online booking system: we collect your name, date of birth, email address, phone number, and a brief description of your difficulties and any extra information you choose to provide. We also collect card details and billing address if you book online.
Via email: we collect your name, email address, telephone number, appointment preferences and any further information you choose to provide.
Via phone: we collect the number you call us from and any information you choose to share in any message you leave in person with an administrator or on voicemail.
Via third party referral, e.g. GP or insurance company: we collect all data transferred to us via the third party.
Where is this stored and who has access?
Enquiry and referral data are stored on a cloud phone system, email and online storage account with ‘Cliniko’ (https://www.cliniko.com; GDPR compliant) and ‘Ring Central’ (https://support.ringcentral.com/s/article/RingCentral-General-Data-Protection-Regulation-GDPR-Compliance?language=en_US and https://cloud.google.com/security/gdpr.) Sensitive data will be accessed only by Psychologist in Town’s therapists and administrators.
How is this used?
An administrator or therapist will contact you via phone or email to discuss and book an initial therapy appointment. The description of difficulties provided or referral notes will be used as an initial reference point and as a means to schedule an appointment. Should a waiting period be necessary, we will keep you posted by phone or email. Your details will not be added to any news or marketing mailing lists. These data are processed under the legal basis of ‘Legitimate Interests’.
Your rights
You have the right to request access to your personal data.
You have the right to rectify any inaccurate personal information.
You have the right to withdraw consent for us to process your data.
You have the right to request the erasure of your personal data.
Please email admin@psychologistintown.co.uk with your requests. Please note that Psychologist in Town may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of conduct: www.hcpc-uk.co.uk. Should it transpire that therapy is not required, it is our standard practice to delete all personal data seven years after the final correspondence.
Therapy Sessions
What data are collected?
Your name, preferred gender identity, date of birth, next of kin or emergency contact person (if you choose to provide this), relationships and progeny, occupation, home address, telephone/SMS number, email address, GP and any health professional involved in your care; therapy history, medical conditions, prescribed medication, difficulties, and session summary.
Where is this stored and who has access?
Personal details, assessment notes, therapy session notes and symptom measures are usually collected on manual paper files or electric notes and stored in locked filing cabinets or password protected, accessed by your therapist only. Any electronic notes will be stored in your therapist’s personal area of the online storage account with ‘Cliniko’ (https://www.cliniko.com; GDPR compliant) or Apple. Your therapist may discuss your sessions with his/her clinical supervisor in line with the professional code of conduct (HCPC); however you will be referred to by your first name only.
Your name, email address and phone number are stored on your therapist’s smartphone under password protection. Your phone number and any electronic messages may be stored on your therapist’s SMS application.
Your name, email address and email correspondence will be stored on your therapist’s email account with ‘Cliniko’ (https://www.cliniko.com; GDPR compliant). Emails may also be accessed via your therapist’s smartphone or portable computing device. All devices are protected with SSL encryption, malware protection and password security.
Your name, email address, home address and phone number will be stored on GDPR compliant software ‘Stripe’, ‘Squareup’ and ‘Cliniko’ for accounting and administrative purposes. These systems will be accessed by your therapist, Ms Michelle Magri or Dr Mark Flynn, and administration staff.
Your personal data will not be shared with any additional parties with the exception of the below circumstances when your therapist is under legal obligation to provide information to the appropriate agencies (e.g. GP, Police, Social Services etc.):
S/he perceives that you are a danger to yourself or others;
S/he perceives that a minor is at risk;
S/he is required to share information under a court order or by law;
S/he is required to disclose information for the prevention, detection or prosecution of a crime.
Your therapist will aim to discuss such concerns and obligations with you before notifying relevant parties; however, this may not always be possible, and s/he will use clinical judgment to act in the best possible way to minimise possible harm.
How is this used?
Your data will be used by your therapist to carry out professional therapy practices. Your therapist will contact you by your preferred means of communication to arrange or reschedule sessions. Your name and email address only will be used by our administration staff to send you monthly invoices.
These data are processed under the legal basis of ‘Legitimate Interests’.
Your rights
You have the right to request access to your personal data.
You have the right to rectify any inaccurate personal information.
You have the right to withdraw consent for us to process your data.
You have the right to request the erasure of your personal data.
Please email admin@psychologistintown.co.uk with your requests. Please note that Psychologist in Town may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of conduct: www.hcpc-uk.co.uk. Our standard practice will be to erase your data seven years after the end of your therapy or, for children, seven years after the client turns 18 years of age.
Supervision Sessions - for supervisees of Psychologist in Town
What data are collected?
Your name, email address, phone number, employment details; summary of both the supervision sessions and your clients’ sessions (using a client’s first name only).
Where is this stored and who has access?
Personal details and session summary notes are usually collected on manual paper or electronically and stored in locked filing cabinets or/and password protected, accessed by your supervisor only. Any electronic notes taken will be stored in your supervisor’s personal area of the online storage account with ‘Cliniko’ (https://www.cliniko.com; GDPR compliant) or Apple device which is password protected. Your supervisor may discuss your sessions with his/her own clinical supervisor in line with professional codes of conduct (HCPC).
Your name, email address and phone number are stored on your supervisor’s smartphone and portable apple/computer devices under password protection. Your phone number and any electronic messages may be stored on your supervisor’s SMS application.
Your name, email address and email correspondence will be stored on your supervisor’s email account, Gmail. Emails may also be accessed via your supervisor’s smartphone or portable computing device. All devices are protected with SSL encryption, malware protection and password security.
Your name, email address and phone number will be stored on GDPR compliant software ‘Stripe’, ‘’Squareup’ and ‘Cliniko for accounting and administrative purposes.
These systems will be accessed by your supervisor and administrative staff.
How is this used?
Your data will be used by your supervisor to carry out professional supervision practices. Your supervisor will contact you by your preferred means of communication to arrange or reschedule sessions. Your name and email address will be used by your supervisor or his/her administrative staff to send you monthly invoices.
These data are processed under the legal basis of ‘Legitimate Interests’.
Your rights
You have the right to request access to your personal data.
You have the right to rectify any inaccurate personal information.
You have the right to withdraw consent for us to process your data.
You have the right to request the erasure of your personal data.
Please email admin@psychologistintown.co.uk with your requests. Please note that Psychologist in Town may be obliged to refuse these requests in accordance with lawful requirements and the HCPC’s professional code of conduct: www.hcpc-uk.co.uk. Our standard practice will be to erase your data seven years after the end of your supervision.