PRIVACY POLICY

Well Beings Collective Ltd. is registered with the Information Commissioner’s Office (ICO). This privacy policy explains what information we collect, how we use it, where we keep it, how long we keep it for and the procedures that we have in place to safeguard your privacy.

Collection of your data

In order to assist us in working effectively with you. Well Beings Collective will need to collect certain information and keep confidential records about all of our clients. These records are stored and kept securely and are only viewed by authorised personnel and your data may be used anonymously for the purposes of supervision. All records held are subject to data protection laws. This gives clients the right to access personal data held about them. To provide you with psychotherapy services, we need to collect personal data from you and we need your written consent to collect this data.

Sharing of information

Our services involve confidential processes and we do not reveal your information to any third party without your permission. The only exceptions to this would be if you were threatening your own life, the life of another, there was a safeguarding concern or if you were involved in a crime that falls outside of counselling confidentiality (eg. act of terrorism). In these cases, we may decide to contact the emergency services or authorities without your permission.

What information do we collect?

Mindfulness & Meditation Classes -

To ensure the best possible service, we gather the following information about you -

Name

Contact details (telephone number / email address)

Reason for referral


Therapy Services -

CYP Services

To ensure the best possible service, we gather the following information about you -

  • Child’s name

  • Date of birth

  • Parent / Guardian names

  • Parent / Guardian contact details (telephone and email address)

  • Child’s teacher name (if req.)

  • Child’s class details (if req.)

  • History (trauma/ upsetting life events)

  • Previous access to therapy services

  • Presenting concerns / reason for referral

  • Medical history (if req.)

  • Mental health history

  • Current medications (if req.)

  • Therapy goals

  • Goal Based Outcome assessment forms

  • Home life assessment - medical history, developmental history, family dynamics, family history (if req.)

  • School assessment - experience of classroom, friendships, interventions already in place (if req.)

  • PHQ-9 for teens, assessment to monitor levels of depression and suicidal intent (if req.)

  • Mental health safety plan (if req.)

  • Signed Therapy consent / agreement

  • Animal Assisted Therapy signed consent form (if req.)

Adult Services

To ensure the best possible service, we gather the following information about you -

  • Name

  • Date of birth

  • Contact details (telephone and email address)

  • Other services involvement

  • Reason for referral

  • Medical / Mental health diagnosis

  • Current medication

  • Safeguarding / Risk

  • Emergency contact details (if req.)

  • PHQ-9 Mental health wellbeing assessment to monitor levels of depression and suicidal intent (if req.)

  • GAD-7 Anxiety monitoring assessment (if req.)

  • Crisis intervention plan (if req.)

  • Signed therapy consent / agreement

  • Animal Assisted Therapy signed consent form (if req.

Other documents we hold on file are -

  • Creative content (art work, journal entries etc…) from individual sessions

  • Psychological Assessments (if req.)

How do we use this information?
  • We collect this information for the following reasons -

  • To accurately identify you / your child and thereby safely and confidently process your referral through our service.

  • To make contact with you regarding your appointments.

  • To communicate with other mental health and medical professionals in the support of your / your child’s care (if req.).

  • To identify all of the factors that may be contributing towards the problem you / your child are seeking help with.

  • To monitor and measure the effectiveness of our service.

Where do we keep this information?

All your data is stored via password protected pdf documents, encrypted email and messaging servers and a password protected computer.  Paper copies of any document do not exist. All paper documents used to collect data are scanned and stored on a password protected device. Paper copies are shredded and destroyed after they are scanned.

How long do we keep your data for?

Your records in our service are not classed as medical or public records, therefore - each document will be retained for a different amount of time. After this time has lapsed. All documents are deleted from file.

The data retention plan below outlines each document's retention period upon service termination.

data retention.png
How do we safeguard your privacy?

All files are password protected and clients are given a unique identifier number. This number alongside your initials will only ever be used to identify you. Your personal details, such as names, will never be saved in any mobile phone. 

 
Access Request

Should you wish to access your data or have it destroyed before the retention period has lapsed, you may submit your request in writing to our data controller (see below). Each application will be considered on an individual basis and any decision to provide access to or destroy your personal data will be reached only after consultation with our insurers and professional bodies. 

Please be advised that any member of staff in connection with Well Beings Collective will not provide a court report or present as a witness on your behalf at any court case relating to any therapeutic alliance. Well Beings Collective notes are considered to be a aid of memoir of reported events and as such are not admissible by the court.

 

Data Controller

Rachel Clayton

rachel@wellbeings.uk

 

Your permission

We will seek your permission to:

  • Contact you via your preferred method and will only leave a message with your consent.

  • Share information outside of the above exceptions.

  • Use anonymous details for continued professional development (case studies, supervision or training).

  • Publish any marketing material such as case studies or testimonials including those using a pseudonym.

 

Amendments and updates

Well Beings Collective may amend and/or update this privacy policy from time to time without notice to you, in which case, amended versions will alwa on the website. It is your responsibility to check this page from time to time to ensure that you are happy with any changes. When accessing services from Well Beings Collective, you confirm that the company is not liable to you or any third party for any changes made to this privacy policy.

    

Online Privacy Policy
Website

This privacy policy sets out how Well Beings Collective uses and protects any information that you provide when you use the website. By visiting www.wellbeings.uk website you accept and consent to the terms described in this privacy policy. 

Well Beings Collective are committed to ensuring that your privacy is protected. Should you be asked to provide certain information by which you can be identified when using this website; you can be assured that it will only be used in accordance with this privacy policy.

Online contact form 

When you use the online contact form, the following types of personal data are collected: Name, telephone number, email address, and any information relevant to the referral being made.

What Well Beings Collective do with the information you provide via the contact form -

The information you provide is used to process your referral into our service:

  • To make contact with you via your chosen method in relation to your enquiry or referral

  • Assess your needs

  • Answer any questions you may have about the service

  • Arrange and send confirmation of any appointments

 

Security

Transmission of data and information via the website is not a secure or an encrypted transmission method for sending your personal data, unless otherwise indicated on the website. Your attention is therefore drawn to the fact that any information and personal data carried over the Internet is not secure. Information and personal data may be intercepted, lost, corrupted or accessed by other people.

Upon receipt of your personal data Well Beings Collective are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, in place are appropriate physical, electronic and managerial procedures to safeguard and secure the information collected online.

 

Cookies

A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We may use traffic log cookies to identify which pages are being used. This helps analyse data via Google Analytics about web page traffic and improve the website in order to tailor it to customer needs.

Overall, cookies help me provide you with a better website, by enabling me to monitor which pages you find useful and which you do not. A cookie in no way gives me access to your computer or any information about you, other than the data you choose to share with me.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

 

Google Analytics

Each time you visit a website, Google analytics automatically tracks information such as (but not limited to) your geographical location, IP address, browser type, browser version, operating system, referral source, page views, length of visit, the times and dates you visit the site, navigation paths, whether you are a new visitor or a returning visitor.

When you visit www.wellbeings.uk, the information collected by Google analytics may be used by me to customise the website according to your interests and help improve products and services.

 

Links to external websites

The website may contain links to other websites of interest. However, once you have used these links to leave www.wellbeings.uk, you should note that we do not have any control over that other website. Therefore, I cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.

 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following way:

  • If you have previously agreed for Well Beings Collective to use your  personal information for continued professional development or marketing purposes, you may change your mind at any time by emailing the data controller (see below).

  • Well Beings Collective will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

  • Should you wish to access your data or have it destroyed before the retention period has lapsed, you may submit your request in writing to our data controller and/or your counsellor. Each application will be considered on an individual basis and any decision to provide access to or destroy your personal data will be reached only after consultation with our insurers and professional bodies.

 
Data Controller

Rachel Clayton

rachel@wellbeings.uk

 

Amendments and updates

Well Beings Collective may amend and/or update this privacy policy from time to time without notice to you, in which case, amended versions will alwa on the website. It is your responsibility to check this page from time to time to ensure that you are happy with any changes. When accessing services from Well Beings Collective, you confirm that the company is not liable to you or any third party for any changes made to this privacy policy.