This privacy policy explains how we use any personal information we collect about you, as a past or present service user (client or patient) or when you use our website.
This privacy notice provides information about the personal information we process about you as a data controller, in compliance with the General Data Protection Regulation (GDPR).
We are registered with the Information Commissioners Office.
Please contact us; admin@cogniwealth-psychology.co.uk with any questions or requests about the personal information we process.
What are your rights?
Why do we collect information about you?
We may collect information about you because you are a patient or client. You may be an associate or employee. You might be a claimant who is part of a legal or litigation claim.
We process the data because it is in our legitimate interests as a Clinical Psychologists to do so. We need to see and analyse documents containing this information in order to carry out an assessment or to deliver psychological intervention.
Another lawful reason for us processing your data may be Legal Obligation. If we are processing “special category data” about you, this is lawful reason to do so.
As a client or patient of our clinicians, there is lawful reason for processing “special category data” that it is necessary for the purposes of the provision of health or social care or treatment.
What information do we collect about you?
We collect information about you that may include personal or sensitive information, such as:
To make sure that you are assessed and/or treated safely and appropriately, we record your personal information, such as your name, address, as well as all contacts you have with the company such as appointments and the results of assessments and letters relating to your care/report. Your data is kept confidential within the company at all times.
We also process personal data pursuant to our legitimate interests in running our business such as:
Please see section below on information about website cookies.
Patients/Clients (Therapy or private assessment)
When you are a patient or client of our clinicians, we record all your treatment and details of your appointment so that we can plan your treatment correctly. In addition to the personal information above, we may also collect information regarding:
We may collect some of this information from your insurance company if you have one, and some of this information will be collected directly from you.
Clients involved in Legal proceedings / Court reports
In the case of a court report, we retain the information as required by the courts or your solicitor.
In addition to the personal information above, we may also collect information regarding:
We may be given some of this information from your solicitor or the party instructing us for the purposes of litigation, and some of this information will be collected directly from you.
In many cases, an individual has consented to the transfer of their personal data to us.
Where an individual has consented, he or she may easily withdraw it by notifying us via email; admin@cogniwealth-psychology.co.uk
Web access collection of information
We collect information about you when you register with us or place any order for services. We also collect information when you voluntarily complete contact forms. We always try to minimise the amount of personal information that we require in order to provide a specific service or feature.
Our website uses Cookies. Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved. Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use. Cookies are placed by software that operates on our servers, and by software operated by third parties whose services we use.
Requests by your web browser to our servers for web pages and other content on our website are recorded.
Information such as your geographical location, your Internet service provider and your IP address may be recorded. Information about the software you are using to browse our website, such as the type of computer or device and the screen resolution may also be recorded.
We use cookies and information provided by your web browser to track how people use our website to help improve the way we provide content to users.
How do we store the information about you?
We take your privacy very seriously.
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.
All personal information provided is stored in compliance with EU General Data Protection Regulations (GDPR) rules. More information is provided prior to first appointment.
How long do we keep your information for?
We do not keep your data for longer than is necessary.
Administrative data is retained for up to seven years as necessary, in the unlikely event there are queries from HMRC. Where it is not necessary to retain the data for seven years, it is destroyed as soon as possible.
Patients/Clients (Therapy or private assessment)
Personal data is retained, where necessary, for seven years in compliance with our clinicians professional indemnity and professional regulations. For clients under the age of 18, personal data is retained until their 26th birthday or seven years after our last contact whichever is the later.
Clients involved in Legal proceedings / Court Reports
Personal data in legal cases is retained, where necessary, for seven years in compliance with our clinicians professional indemnity and professional regulations. For clients under the age of 18, personal data is retained until their 26th birthday or seven years after our last contact whichever is the later. Where this is not necessary, it is destroyed on the conclusion of the case.
Who do we share your personal information with?
Your information is kept confidential within the Company at all times. Where possible we will anonymise information so that individual patients cannot be identified.
If we become aware of your intent to cause harm to another person/organisation (e.g. terrorism), the law may require that we inform an authority without seeking your permission. In such a situation, the law may require that we share your personal information without your knowledge.
By contacting the Information Security Officer, by email and/or using the address below you can also get more details on:
Special category data and personnel files held electronically are encrypted with restricted access.
For those funding through health insurance, personal information including your name, address, date of birth, membership number, authorisation number may be stored on the Healthcode system for the purposes of invoicing your insurers securely.
Patients/Clients (Therapy or private assessment)
In many circumstances we will not disclose personal data without consent.
Your information may be shared with outside organisations if they are directly involved in your care/case, for instance, your insurer if they are funding your treatment, your GP, or others involved in your care. We will discuss with you who we would discuss your care with, and what details we would share with them.
If your health is in danger, we may share your contact information with an emergency healthcare service (e.g. Mental Health Crisis Team). If you are a child and your health is in danger, we may share information with your parent / guardian.
In many circumstances we will not disclose personal data without consent.
However, when we investigate a complaint, we may need to share personal information with other relevant bodies.
If we do need to share your information, we will always try and ask for your permission for this. We may not be able to ask your permission under special circumstances where we are legally required to do so.
Clients involved in Legal proceedings / Court Reports
We share personal data internally strictly on a need-to-know basis.
We do not share personal data with anyone external to the organisation, other than with others pursuant to a court order.
How you can access your information and correct it, if necessary?
We try to be as open as possible 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. We will then supply to you:
To make a request to us for any personal information we may hold you need to put the request in writing. 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, please address these changes to us via “Contact Us”.
Clients involved in Legal proceedings / Court Reports
If your concern is related to a case with a solicitor that we are working for, please refer the queries through them. We may not be able to comply with a request to correct information we hold about you where it pertains to a litigation claim – this would need to be discussed with your solicitor.
Security of website
Our website, CogniWealth-Psychololgy.co.uk has an SSL certificate.
An SSL certificate shows that the data connection to an Internet page is secured with a Secure Sockets Layer (SSL). This ensures that the transferred data cannot be read or modified by third parties. (You can recognize the encrypted connection to the lock icon in the address bar of the browser Browsers.) This also secures the content you send through the contact form and emails.
Complaints or queries
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving my procedures.
If you are not satisfied with the response from us or believe we am not processing your personal data in accordance with the law you have the right to raise your complaint with the Information Commissioner’s Office (ICO)
Contact information ICO
Website: https://ico.org.uk/concerns/
Who are we and how to contact us
CogniWealth Psychology is the company that you are supplying your personal information to.
Email: admin@cogniwealth-psychology.co.uk
Updated: 11/02/2024
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Telephone: 07824 033289
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