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Privacy Statement

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Confidentiality is an important feature of our working together.  Melanie Pollard Therapies is fully committed to complying with the terms of the General Data Protection Regulation (GDPR) regarding the responsible and secure use of your data. The purpose of this statement is to let you know what personal information I collect and hold, why this data is collected, how long it is kept and what your rights are with regards to this personal data. Melanie Pollard Therapies will ask you to consent to the processing of your data under the terms of our policy. Melanie Pollard Therapies will be responsible for the data management, will abide by this privacy statement, and will hold a privacy statement that complies with the GDPR terms.

Melanie Pollard Therapies is registered with the Information Commissioners Office (ICO).

What information does Melanie Pollard Therapies collect?

I collect personal data such as name, address, date of birth, gender, GP/medical practitioner details, telephone numbers, and email address. I also collect any data you give me regarding personal and family background, alongside potentially sensitive data relating to medical and mental health conditions. 

What does Melanie Pollard Therapies use your information for?

  • To notify you about changes to your appointments and the services Melanie Pollard Therapies provides.

  • To fulfil any administrative, legal, ethical and contractual obligations.

 What information does Melanie Pollard Therapies share?

I will not share any information about you with other organisations or people, except in the following situations:

  • Consent – I may share information with relevant medical professionals or others whom you have requested or agreed we need to contact.

  • Serious harm – I may share your information with the relevant authorities if we have reason to believe that this may prevent serious harm being caused to you or another person.

  • Compliance with law – I may share information when the law requires us to - i.e. safeguarding, terrorism, drug trafficking and serious crime.

  • Clinical Will– I have a clinical will which means in the event of sudden death or a serious accident or illness, a named colleague will be able to access the contact details so we can notify clients.

  • Supervision– It is an ethical requirement for any clinician offering psychological services to have regular supervision. Any supervisor used is an accredited member of the relevant accrediting body and works within their ethical framework. 

How does Melanie Pollard Therapies keep your information safe?

  • All information you provide to Melanie Pollard Therapies is stored as securely as possible. I will take all reasonable precautions to prevent the loss, misuse or alteration of information given.

  • All paper forms and correspondence are kept in locked filing cabinets. All electronic files are kept on password-protected devices with virus protection software.

  • If process notes are made, they are kept separate from any identifiable personal information.

  • Whilst I endeavour to keep our systems and communications protected against viruses and other harmful effects, we cannot bear responsibility for all communications being virus free.

  • Client notes and other documentation are destroyed seven years after the end of the psychological services offered.

  • Any known data breaches will be reported to the ICO within 72 hours.

  • Any requests for personal data need to be made through a data subject access request and will be supplied within one month.

  • If clients choose to contact Melanie Pollard Therapies by text or mobile phone, numbers are stored under a reference system and/or initials only, as opposed to full names.

Your rights. Under the GDPR, you have the right to:

  • Access your personal data - Rectify, erase or restrict your data - Object to the processing of your data - Request transfer of data (data portability).

  • You may withdraw your consent for Melanie Pollard Therapies to hold and process your data at any time.

  • If you have any concerns about the way Melanie Pollard Therapies handles your data please contact melaniepollardtherapies@mail.com. If you feel this has not been resolved effectively you have the right to contact the Information Commissioners Office (www.ico.org.uk) ZA775022)

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