Privacy Policy

Set Point Psychology Ltd (Company Number: 15983590) aims to be as clear about how and why we use information about you so that you can be confident that your privacy is protected.

In May 2018 the law changed with regard to how organisations and small businesses have to protect your ‘data’ (personal details and records) and 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 https://ico.org.uk.

Set Point Psychology Ltd is registered with the Information Commissioner’s Office (ICO). Each partner psychologist are independent Clinical Psychologists and are registered with the Information Commissioner's Office (ICO) in their own right, and act as the named data controllers for their clinical work. The psychologist you are working with is therefore responsible for the management of your personal data, and is required to comply with the General Data Protection Regulations (GDPR, 2018).

All partner psychologists working with Set Point Psychology are independent self-employed practitioners. The service provider shall at all times be the practitioner and liability remains with the individual psychologist all of whom have insurance and accreditation to practice.

If your questions are not fully answered by this policy, please contact the named Set Point Psychologist (data controller) you are working with in the first instance. You can also contact the Information Commissioner’s Office (ICO) https://ico.org.uk.

What is personal data?

Personal data is any information that can be used to identify a living person either directly or indirectly.

What personal information do we collect and how do we use it?

For us to provide you with services, we need to collect identifiable data so we can deliver a service to you. This includes you name, date of birth, address, electronic contact details, emergency contact, and GP details.

We collect information about you when you voluntarily complete website contact forms, or when we agree a service contract and you consent to our privacy policy.

During the course of our services we take clinical notes which contain details of our discussions. Keeping records is an essential component of healthcare, which helps in understanding how best to help and forms the basis of any reports needed.

Set Point Psychology always tries to minimise the amount of personal information that we require in order to provide a specific service or feature.

Why do we need to collect your personal data?

We need to collect personal data to provide you with safe care and treatment. In addition it helps us to know who you are so that we can communicate with you in a personal way, process your payment for the services, evaluate our services, and verify your identity so that we can be sure we are dealing with the right person.

Where do we store the information about you?

We are committed to taking reasonable steps to protect any individual identifying information that you provide to us. Once we receive your data, we make best efforts to ensure its security on our systems.

All personal information provided is stored in compliance with EU General Data Protection Regulations (GDPR). Set Point Psychology uses Microsoft 365 for Business, its cloud based storage One Drive for Business. All Clinical notes are stored securely using WriteUpp, a GDPR compliant practice management software.

Each partner psychologist is registered with the Information Commissioner's Office (ICO) in their own right and act as the named data controller for their own client work. They can provide you with the details of the systems they use to hold your personal data.

How long do we keep the information we hold about you?

We keep the electronic invoices for seven years as this is the required length to comply with the HMRC requirements. After seven years we delete the invoices.

We keep your therapy notes for the number of years stipulated by British Psychological Society (BPS) and the Health and Care Professionals Council (HCPS). Clinical records will be kept securely for 7 years after therapy is concluded and then deleted, or 7 years after a young person turns 18, in line with professional guidelines.

Who do we share your personal information with?

Confidentiality is maintained at all times and information is not shared without your consent unless there are exceptional circumstances such as risk to yourself or others, when other services such as your GP or police may be contacted, as this is a professional obligation; see The British Psychological Society, Generic Professional Practice Guidelines www.bps.org.uk.

When it may be helpful to share your information as part of your ongoing care we will always discuss this with you in advance unless the conditions above apply.

If receiving psychological treatment through your insurance company, we will be required to provide your details and session dates to them for invoicing purposes.

How you can access your information and correct it, if necessary?

Set Point Psychology tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ or ‘Right of Access’ under the Data Protection Act and the General Data Protection Regulation (GDPR).

To make a request to for any personal information that a practitioner at Set Point Psychology may hold about you, you need to put the request in writing, in the first instance to the person who referred you to our service, or directly to your psychologist if this is more appropriate. Requests may be subject to a small administrative cost.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

For all data protection matters relating to Set Point Psychology services please contact Dr James Oliver or Dr Daniel Reed by e-mail James@setpointpsychology.com; Daniel@setpointpsychology.com.