Privacy Policy of Serendipity Psychology Services Ltd

Introduction

At Serendipity Psychology Services Ltd, we are committed to protecting the privacy and confidentiality of all individuals accessing our services, including children, young people, vulnerable adults, and adults. This Privacy Policy outlines how we collect, use, share, and store personal data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. It also provides information on how we communicate with clients regarding new services and handle safeguarding concerns.

Scope

This Privacy Policy applies to:

All clients of Serendipity Psychology Services Ltd, including children, young people, vulnerable adults, and adults.
Any personal information collected from clients, guardians, or other individuals acting on behalf of clients.

Definitions

Personal Data: Any information that can identify a person, such as names, addresses, phone numbers, email addresses, and health information.
Sensitive Personal Data: Includes data related to a person’s health, racial or ethnic origin, sexual orientation, or other sensitive categories that require enhanced protection.
Data Controller: Serendipity Psychology Services Ltd, responsible for determining how personal data is processed.
Data Processor: Any third party that processes personal data on behalf of Serendipity Psychology Services Ltd.
Safeguarding: Actions taken to protect children, young people, vulnerable adults, and adults at risk of harm or abuse.

Data Collection and Use

We collect and process personal data for the following purposes:

To provide psychological and psychotherapy services, including assessment and treatment.
To communicate with clients about appointments, treatment plans, and progress.
To maintain accurate records of client interactions.
To comply with legal obligations, including safeguarding and the reporting of harm.
To send clients information about new services, workshops, or events offered by Serendipity Psychology Services Ltd (with client consent).

1. 4.1.Data Collected for Services

We may collect the following types of personal data:

Contact Information: Name, address, phone number, email.
Health Information: Medical history, psychological assessments, treatment plans.
Demographic Information: Age, gender, and relevant background information.
Guardian Information: For children or vulnerable adults, contact details and relevant information about parents or guardians.
Payment Information: Bank or credit card details for payment processing.

1. 4.2.Children and Young People’s Data

For clients under the age of 18, we collect personal information from the child’s parent or guardian and may also collect information directly from the child during therapy. We ensure that children and young people understand how their data will be used, where appropriate, and we seek consent from both the child and the parent or guardian where required.

Communicating with Clients

Serendipity Psychology Services Ltd may contact clients to:

Provide information about new services, events, or workshops that may be of interest.
Share updates about therapy sessions, scheduling, or other related matters.

1. 5.1.Marketing and Service Updates

Clients will be asked for their consent to receive communications about new services and events. You have the right to opt out of receiving these communications at any time by contacting us or by following the unsubscribe instructions included in the communication.

1. 5.2.Consent to Communications

For children and young people, consent for communication will be obtained from a parent or guardian. For vulnerable adults, consent will be obtained from the client or their legal representative where applicable.

Sharing Information for Safeguarding Purposes

We take safeguarding very seriously and, in certain circumstances, may need to share personal data without consent if there is a safeguarding concern. This may include situations where there is a risk of harm to the client or others.

1. 6.1.When Information May Be Shared

Personal data may be shared without consent in the following circumstances:

Where a child, young person, vulnerable adult, or adult is at risk of harm, abuse, or neglect.
When there is an immediate risk of serious harm to the client or another person.
When required by law, for example, under child protection or safeguarding legislation.
We will only share the minimum amount of information necessary to protect the individual, and we will always act in line with professional standards and legal obligations.

1. 6.2.Safeguarding Partners

We may share information with:

Local authorities or safeguarding teams.
Health and social care professionals.
Law enforcement agencies.
Whenever possible, we will inform the client (or their guardian) that their information is being shared and explain the reasons for doing so, unless this would increase the risk of harm.

Data Security and Storage

We are committed to ensuring that personal data is kept secure. We have implemented physical, electronic, and managerial procedures to safeguard and secure the information we collect.

1. 7.1.Physical Security

All paper records are stored in locked cabinets with restricted access.

1. 7.2.Digital Security

Electronic records are stored in secure, encrypted systems.
Access to personal data is restricted to authorised staff only.
We use secure methods to communicate sensitive information, such as encrypted emails.

1. 7.3.Retention of Data

We will retain personal data for as long as is necessary to fulfil the purposes for which it was collected or to comply with legal, accounting, or reporting requirements.

Adult Client Records: Retained for a minimum of 7 years after the last session.
Child and Young Person Client Records: Retained until the child reaches the age of 25, or 8 years after their last session, whichever is later.
After the retention period, personal data will be securely deleted or destroyed.

Data Subject Rights

Under GDPR, clients have the following rights regarding their personal data:

Right to Access: Clients can request a copy of their personal data held by Serendipity Psychology Services Ltd.
Right to Rectification: Clients can request corrections to inaccurate or incomplete data.
Right to Erasure: Clients can request the deletion of their personal data under certain conditions.
Right to Restrict Processing: Clients can request that their data is only used for certain purposes.
Right to Data Portability: Clients can request the transfer of their data to another service provider.
Right to Object: Clients can object to the processing of their data, including for marketing purposes.
We aim to respond to all data subject requests within one month. If you wish to exercise any of these rights, please contact us using the details provided in this policy.

Third-Party Data Processors

We may share personal data with third parties who provide services on our behalf, such as IT providers, payment processors, or administrative services. These third parties are required to comply with GDPR and to take appropriate measures to protect personal data.

We do not share personal data for commercial purposes without the client’s explicit consent.

Complaints

If you believe your data has not been handled in accordance with this Privacy Policy, or if you have concerns about your data privacy, you can contact us directly at support@serendipitypsychology.co.uk.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be communicated to clients, and the updated policy will be available on our website. We encourage clients to review this policy periodically to stay informed of how we protect their personal data.

Contact Information:

Serendipity Psychology Services Ltd
207 Rockingham Road
Kettering
Northamptonshire
NN16 9JA

Email: support@serendipitypsychology.co.uk

Phone: 07754 455326