The Therapy Rooms, Sevenoaks, is owned by Collective Psychology Ltd.
Collective Psychology respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you
Purpose of this privacy policy
This privacy policy aims to give you information on how Collective Psychology collects and processes your personal data through your use of this website, including any data you may provide through this website when you contact us or when we provide you with our services.
Controller Collective Psychology is the controller and responsible for your personal data (collectively referred to as "COMPANY", "we", "us" or "our" in this privacy policy).
Dr Joanne Douglas (ICO Registration No ZA265624), Suite 3b, 1 Webbs Court, Buckhurst Avenue, Sevenoaks, Kent, TN13 1LZ is the appointed data protection officer who is responsible for overseeing questions in relation to this privacy policy.
CONTACT DETAILS
If you have any questions about this privacy policy or our privacy practices, please contact our DPO in the following ways:
Full name of legal entity: Collective Psychology Ltd.
Email address: jodouglas@collective-psychology.com
Postal address: Suite 3b, 1 Webbs Court, Buckhurst Avenue, Sevenoaks, Kent, TN13 1LZ
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
1 – What is personal data: Personal data means any information relating to an identified or identifiable natural person, such as for instance your contact information, your browsing history or your clinical data. It does not include data where the identity has been removed (anonymous data)
2 – General principles for personal data processing by Collective Psychology Ltd
We adhere to the following principles when processing your personal data:
- We will only collect personal data for specified, explicit and legitimate purposes
- We will not collect personal data beyond what is necessary to accomplish those purposes
- We will not use personal data for purposes other than that for which the data was collected, except as stated herein, or with prior consent
- We will not transfer personal data to third parties, except as stated herein, or with prior consent
- We will do our best to ensure that information is up to date by encouraging you to verify your personal data periodically
- We will maintain appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access and against all other unlawful forms of processing
- Except when stated herein, we will not store personal data longer than is necessary to accomplish the purpose for which the data were collected or for which they are further processed, or as is required by law
3 – Personal data we collect and process
We may collect and process the following data about you:
- Data you give us. You may give us information about you by filling in forms on our site https://www.collective-psychology.com (our site) or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our site, subscribe to any updates, request or receive psychiatric consultation and psychological therapy through our site, participate in social media functions on our site, complete a survey or report a problem with our site. The information you give us may include your name, address, email address and phone number, next of kin information, financial and credit card information, personal description and medical history.
- Data we collect about you. With regard to each of your visits to our site we may automatically collect the following data:
1. Technical data, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform
2. Your behaviour information collected via use of cookies and similar technologies like pixels, tags and other identifiers in order to remember your preferences, to understand how our website and app(s) are used and to customise our marketing offerings; data about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searches you carried out; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number
- Data we receive from other sources. We may receive data about you from third parties we work closely with (including, without limitation, medical practitioners, business partners, sub-contractors in technical, payment and delivery services, analytics providers, search information providers).
4 – How we use your personal data
We use data held about you in the following ways:
- Data you give to us. We will use this data:
1. To carry out our obligations arising from any contracts entered into between you and us relating to psychiatric consultations and psychological therapy, and to provide you with the information and services that you request from us
2. To provide you with information about other services we offer that are similar to those that you have already received or enquired about
3. To provide you with information about goods or services we feel may interest you. If you are an existing client, we will only contact you by electronic means (email or SMS) with information about services similar to those you have previously received or enquired about
4. To notify you about changes to our services
5. To improve our website, products/services, marketing, customer relationships and experiences
6 . To ensure that content from our site is presented in the most effective manner for you and for your computer
- Data we collect about you. We will use this data:
1. To administer our site and for internal operations including troubleshooting, data analysis, testing, research, statistical and survey purposes
2. For performance of a contract with you e.g. to contact you about an appointment or collect payment.
3. For our legitimate interest.
4. If it is necessary to comply with a legal obligation.
5. To improve our site to ensure that content is presented in the most effective manner for you and for your computer
6. To allow you to participate in interactive features of our service, when you choose to do so
7. As part of our efforts to keep our site safe and secure
8. To measure or understand the effectiveness of marketing we serve to you and others, and to deliver relevant marketing to you
9. To make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them
- Data we receive from other sources. We may combine this data with data you give to us and data we collect about you. We may use this data and the combined data for the purposes set out above.
5- Where we store and process your personal data
As a general principle, your personal data is stored and processed within the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the processing of your payment details. By submitting your personal data, you agree to this transfer, storing or processing. In case of transfer of your personal data to any third countries, as defined in General Data Protection Regulation (GDPR), applicable legislation and regulations concerning such transfers are observed and relevant legal and security safeguards are ensured before such transfer.
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential and we ask you not to share a password with any other parties.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
6 – Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7 - Our disclosure of your personal data to third parties
As a general principle, we collect and process data in order to facilitate or improve Collective Psychology Ltd.’s services or offers. We do not sell your personal data or share the said data with third parties, except to the extent stated in this Privacy Policy.
We may disclose your personal data to third parties to the extent required by law, court order or a decision rendered by a competent public authority and for the purpose of law enforcement. In addition, we may share your personal data with the following third parties:
- Medical or psychological therapy practitioners for the purposes of furthering a contract between us and you for the provision of psychiatric consultations and psychological therapy.
- Third party vendors carrying out services on our behalf, including billing (Healthcode), sales, marketing, IT support, advertising, analytics, research, customer service, data storage – cloud storage (Tresorit), customer diary software (Power Diary) validation, security, fraud prevention, payment processing, and legal services. Such third-party vendors have access to perform these services but are prohibited from using your personal data for other purposes.
- Third parties in the event of any merger, sale, joint venture, assignment, transfer or other disposition of all or any portion Collective Psychology Ltd.’s assets or stock (including without limitation in connection with any bankruptcy or similar proceedings).
- Other third parties subject to your consent.
When we disclose your personal data to a third party, we take all reasonable steps to ensure that those third parties are bound by confidentiality and privacy obligations with respect to the protection of your personal data. The disclosure is conducted in compliance with legal requirements, including entering into data processing agreements with the relevant third parties, to ensure that personal data is only processed in accordance with our instructions, applicable law and regulations and for the purpose specified by us and to ensure adequate security measures.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
8 - Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
9 – Retention of your personal data
We keep your information for no longer than necessary for the purposes for which it is collected. The length of time for which we retain information depends on the purposes for which we collected and use it. Personal data related to our services is kept and processed for a period of seven (7) years from the last date of service, unless such data is legitimately processed for other purposes, such as providing you with personal benefits or customised direct marketing upon your consent or for pursuing our legal claims, where maintaining such information is considered necessary.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
10 – Cookies
We use cookies and similar technologies like pixels, tags and other identifiers in order to remember your preferences, to understand how our website(s) and app(s) are used and to customise our marketing offerings.
A cookie is a small text file that is placed on your computer or mobile device when you visit a site, that enables us to: (1) recognise your computer; (2) store your preferences and settings; (3) understand the web pages of www.collective-psychology.com you have visited; (4) enhance your user experience by delivering and measuring the effectiveness of content and advertising tailored to your interests; (5) perform searches and analytics; and (6) assist with security and administrative functions. Some cookies are placed in your browser cache while those associated with Flash technologies are stored with your Adobe Flash Player files.
Pixels are tiny electronic tags with a unique identifier embedded in websites, online ads and/or email that are designed to: (1) collect usage information like ad impressions or clicks and e-mail open rates; (2) measure popularity of advertising; and (3) access user cookies.
As we adopt additional technologies, we may also gather information through other methods. Please note that you can change your settings to notify you when a cookie is being set or updated, or to block cookies altogether.
Please consult the “Help” section of your browser for more information. You can also manage the use of Flash technologies, including Flash cookies and local storage objects with the Flash management tools available at Adobe’s website. Please note that by blocking, disabling, or managing any or all cookies, you may not have access to certain features or offerings on our website(s) or app(s). For example, to complete a purchase on our website(s), you will need to accept cookies sent by our site(s).
YOUR RIGHTS
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
12 – Updating and/or deleting your personal data
We encourage you to update your personal data provided to Collective Psychology Ltd any time there are changes in your personal data. Your personal data can be deleted from Collective Psychology Ltd servers unless we are entitled or obliged by applicable law and regulations to keep and process such information regardless of withdrawal of your consent.
Furthermore, you have the right to object to processing of your personal data for direct marketing purposes. You can do so by unsubscribing from our marketing information by clicking on the unsubscribe link in the bottom of marketing communication from Collective Psychology Ltd.
MISCELLANEOUS
15 – Third-party websites, plug-ins and services
Website(s) and the app(s) of Collective Psychology Ltd may contain links to third party websites and plug-ins, for instance a social media login plug-in. If you choose to use these websites, plug-ins or services you may disclose your information to those third parties. Collective Psychology Ltd is not responsible for the content or practices of those websites, plug-ins or services. The collection, use, and disclosure of your personal data will be subject to the privacy policies of these third parties and not this Privacy Policy. We urge you to read the privacy and security policies of the relevant third parties.
16 – Use by children
Collective Psychology Ltd does not target and is not intended to attract children. Accordingly, our online services that collect personal data are not directed at and should not be accessed by individuals under the age of sixteen (16) years, and we request that such individuals do not provide any personal data to Collective Psychology Ltd. Minors must obtain express consent from parents or legal guardians prior to accessing or providing any personal data. If notified by a parent or guardian, or discovered by other means, that a child under the age of sixteen has provided his or her personal data to Collective Psychology Ltd we will delete the child’s personal data that is in our possession.
17 – Changes to our Privacy Policy
Collective Psychology Ltd may modify or update this Privacy Policy when necessary to reflect changes in our products and services, changes in applicable legislation, regulations or practice and to address customer feedback. Accordingly, please review it periodically.
If there are material changes to this Privacy Policy, we will notify you either by posting a notice or by sending you a notification.