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Data Privacy Notice

Data Privacy Notice

As you may be aware, on 25 May 2018 the law changed with regard to how organisations have to protect your ‘data’(personal details and records).  The new law is known as the EU General Data Protection Regulation (GDPR).

Mollart CBT Ltd aims to be as clear as possible about how and why we use information about you so that you can be confident that your privacy is protected. This data privacy noticeexplains the information that Mollart CBT Ltd collects about you and how we manage your information when you use our services, if you contact us or when we contact you.


It is assumed that by engaging with Mollart CBT Ltd you are consenting to the following:


1. Why we need to collect your personal data

We need to collect information about you so that we can:

➢ Know who you are so that we can communicate with you in a personal way.

➢ Keep session notes, which is an essential component of therapy. It helps us understand how best to help and forms the basis of any reports needed.

➢ Undertake administration related to our services. For example, communicating with you to arrange an appointment and raising invoices if you are paying through health insurance or should you request an invoice if you are a self-funding client.


2. What personal information we collect

For us to provide you with therapy we need to collect the following information from you:

➢ Your name.

➢ Your contact details including a postal address, telephone number(s) and electronic contact such as email address.

➢ Your GP details.

➢ Your next of kin details.

➢ Your health insurance details (if applicable).

➢ A summary of the therapy session content.


3. How we use the information that we collect

➢ To communicate with you about your appointments with us, we use 
your contact details such as your telephone number and email address.

➢ To write a progress report or raise an invoice for your health insurance company, we use your session notes, your name, membership number and your contact details such as your telephone number, email address or postal address.


4. Where we keep the information

➢ All therapy session notes recorded on paper and questionnaires will be securely stored in a locked filing cabinet.

➢ Electronic therapy session notes stored on an ipad are labeled with your initials only and are password protected.

➢ All electronic devices (e.g. ipad, laptop and phone) used to access stored information will themselves be password protected.


5. How long we keep the information

➢ We observe the British Psychological Society (BPS) Practice Guidelines for independent practitioners in relation to retention of your information.  In practice, this means that for adults, we will keep records relating to contact for 7 years after the end of the therapy and for children, we follow NHS guidance in relation to keeping records (currently, until aged 26).  This is subject to any overriding legal obligations imposed on us.

➢ We keep electronic invoices for 7 years, in order to to comply with the HMRC requirements.


6. Who we share your information with

➢ Confidentiality is maintained at all times (i.e. your information is not shared) unless there are exceptional circumstances such as risk to yourself or others, when other services such as your GP, social services or the police may be contacted without your consent as this is a professional obligation. However, we will inform you if we intend to break confidentiality.

➢ We may send reports to you, your insurance companyand anyone we are required by law to inform. All reports that are sent electronically are sent as attachments that are password protected.


7. How you can see all the information we have about you

➢ Right of access; a ‘subject access request’ (SAR) can be made for copies of records but there may be a £25administration charge and these will be provided within 1 calendar month of the request being made.


8. What happens if your information is incorrect

➢ If you wish to have your information corrected, you must provide us with the correct data and after we have corrected the data in our systems we will send you a copy of the updated information in the same format at the subject access request in section 7.