Privacy Policy

Introduction

Tarka Psychology takes the privacy rights of all its clients seriously and adopts a high standard of compliance and confidentiality when dealing with your data. This privacy policy explains how I process any personal information that I collect about you and your child (under the age of 18 years), as a client of Tarka Psychology or when you use my website. This includes when you complete online forms through my practice management system, Write Upp.

I regularly review my data protection policies and procedures. This helps me to ensure I continue to comply with the law and my intended processing is both clearly explained, necessary and transparent.

Your Rights

You have the:

Right to be informed about what I do with your personal data.
Right to have a copy of all the personal information I process about you.
Right to rectification of any inaccurate data I process, and to add to the information I hold about you if it is incomplete.
Right to be forgotten and your personal data destroyed.

Right to restrict the processing of your personal data.
Right to request the transfer of your personal data to you or to a third party.
Right to object to the processing I carry out based on my legitimate interest.

If you wish to exercise these rights, then please contact me via email.

Why I collect information about you and your child

I may collect information about you and your child because you are a client of Tarka Psychology.

In most situations, I can collect and process your data with your explicit consent.

In certain circumstances, I may require your data to pursue my legitimate interest in a way which might be reasonably expected as a Clinical Psychologist. When I process data in this way, I will make sure there isn’t a chance of any impact upon your rights, freedom or interests.

As a client of Tarka Psychology, my lawful reason for processing ‘special category data’ is that it is necessary for the purposes of providing health care and treatment.

Information I collect about you and your child

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Special category data includes health information, including information about existing and previous medical conditions, medication details, psychiatric history and any other relevant health information to enable me to carry out my services to you. I require your explicit consent for processing this sensitive data, so I will send you a further communication asking for you to confirm your consent for this processing.

I collect information about you and your child that may include personal or sensitive information, such as:

Names, contact details, dates of birth, gender.
School/educational establishment’s name and contact details.
Health information including GP details.
Clinical information including child’s presenting difficulties, relevant information collected at assessment (e.g. background information, school and developmental history), standardised questionnaires and record of therapy sessions.
Client feedback in order to improve the service offered.

Some of this data is provided by health insurance companies and may additionally include referral information and health insurance policy number. Some personal data will be provided by you.

I also process personal data pursuant to my legitimate interests in running my business such as:

Invoices and receipts.
Accounts and tax returns.
Financial information, including bank account details.

Information collected via my website

Submitting your personal information

The personal information (name and email address) you send to Tarka Psychology via the Contact Form is only used to contact you to discuss arranging an appointment. The information is never shared with third parties.

Website Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org. You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of the website features may not function as a result.

Google Analytics

When someone visits this website, I use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. I do this to find out information such as, the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. It is not possible for me to identify who visits this website.

Other websites

This website contains links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third party parties to collect or share data about you. I do not control these third-party websites and are not responsible for their privacy statements. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

How do I store your information?

I am committed to taking reasonable steps to protect any individual identifying information that you provide to me. Once I’ve received your data, I make best efforts to ensure its security on my systems. All personal information is stored in compliance with EU General Data Protection Regulations (GDPR) rules. For your security, I use all appropriate organisational and technical security controls to safeguard your data.

How long do I hold information about you?

I do not keep your data for longer than is necessary.

For therapy enquiries (either via the Contact Form, email or at the free 15 minute consultation), I delete your information as soon as possible and on a monthly basis, if an individual doesn’t proceed with a therapy appointment.

For therapy cases, mobile phone numbers held on my phone are deleted at the end of therapy.

Personal data is retained up to the child’s 25th birthday (or 26th birthday, if the child was 17 when treatment ended) based on current legal requirements and professional best practice. This information may include therapy records, questionnaires and any letters/reports.

Administrative data is retained for up to seven years as necessary, in the unlikely event that there are queries from HMRC. Where it is not necessary to retain the data for seven years, it is destroyed as soon as possible.

In some cases, I will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case I may use this information indefinitely without further notice to you.

Who do I share your data with?

Your information is kept confidential. Special category data held electronically is encrypted with restricted access.

I do not share personal data with anyone other than:

Relevant authorities where there is deemed a risk to yourself, your child or others. Prior to disclosure I would discuss this with you, unless I believe that in doing so it raises the risk to you or someone else.
Other agencies, such as schools or health professionals, where we have agreed that this would be important for the intervention. In such cases information pertaining to relevant clinical information would be discussed with you before sharing and I will obtain your written consent.
Health insurance providers for the purpose of billing and to provide treatment updates where necessary.
Clinical supervisors. As required by my professional bodies, I receive regular supervision to ensure that my practice is safe and effective. My supervisor does not share your personal information with anyone else. In the event of my death or sudden illness, my supervisor will contact existing clients and archive any client files in accordance with GDPR.
To fulfil a legal obligation. It is possible that your personal information may be requested by the Police, a Court of Law, Coroners office or Professional Body, in which circumstances I would have no option but to comply with the law.
Third party software, which meets UK GDPR standards for data security. This includes accountancy software, practice management software and email management services.
HMRC, as they require.

How to complain about the processing of your data

If you feel that your data has been handled incorrectly, or you are unhappy with the way I have dealt with your query regarding your personal data, you have the right to complain to the Information Commissioner’s Office (ICO), which regulates the use of information in the UK. You can call them on 0303 123 1133 or visit their website.

My ICO registration number is ZB272968.

Changes to this policy and your duty to inform me of changes

I keep this Privacy Policy under regular review. This version was written on 23 February 2022.

Please check back regularly for any Privacy Policy updates.

It is important that the personal data I hold about you is accurate and current. Please keep me informed if your personal data changes during your contact with me.

Please contact me, if you would like to discuss any aspect of this policy or the way I process your information.