Jocelyn Richards Therapies
Privacy Policy
Introduction
Jocelyn Richards Therapies Ltd is committed to protecting your privacy and handling your personal information responsibly. We comply with BABCP accreditation, the UK GDPR and the Data Protection Act 2018. We act as the Data Controller for your personal information.
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What Personal Data We Collect
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A. Contact Information
* Full name
* Address
* Date of birth
* Phone number
* Email address
* Emergency contact details
B. Therapy & Health Information (Special Category Data)
* Relevant mental health and medical history
* GP or healthcare professional details
* Assessments or questionnaires
* Notes taken during or after sessions
* Information shared by you during therapy
C. Administrative Information
* Appointment history
* Payment details (card details are not stored if using third-party processors)
* Insurance provider information
* Communication records (emails, texts, forms)
D. Online Data (for online sessions or website use)
* IP address
* Device and browser information
* Cookies or analytics data (if applicable)
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Legal Bases for Processing Your Data
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We process your information under the following lawful bases:
A. Contract
To provide therapy services, manage appointments, and communicate with you.
B. Consent
We rely on your explicit consent to process special category data such as health information.
C. Legal obligation
To comply with professional or regulatory requirements and safeguarding laws.
D. Legitimate interests
For safe practice management, security, and service improvement.
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How We Use Your Personal Data
We use your information to:
* Provide therapy sessions (online or in person)
* Maintain accurate clinical notes
* Communicate with you regarding appointments
* Process payments or insurance claims
* Work with insurance providers (with your consent)
* Refer you to other professionals where appropriate
* Meet legal and professional responsibilities
We do not use your data for marketing without your explicit consent.
Working With Insurance Companies
If you are using health insurance:
* We may share essential information such as appointment dates, reports, or invoices.
* Session notes may be stored securely on PLE health management system
* Each insurer has its own privacy policy, which you should review.
How We Store and Protect Your Data
We protect your data through:
Electronic Data
* Encrypted, password-protected systems – Kiku and/or PLE health for insurance clients
* Restricted access
Paper Data
* Locked, secure storage
Online Sessions
* Delivered through secure, encrypted platforms
How Long We Keep Your Data
We retain adult therapy records for 7 years after the end of therapy.
After this period, they are securely deleted or destroyed.
Sharing Your Data
We only share your data when necessary:
A. With your explicit consent
Examples include:
* GP
* Other healthcare or mental health professionals
* Insurance providers
* Services you request
B. Without your consent (where required by law)
* Serious risk of harm to yourself or others
* Safeguarding obligations
* Court orders or legal requests
We do not sell or trade your data.
Your Rights Under UK GDPR
You have the right to:
* Access your personal data
* Correct inaccurate or incomplete data
* Request deletion (in certain circumstances)
* Restrict processing
* Object to processing
* Data portability
* Withdraw consent at any time
Contact:
Email: [jocelyn@jocelynrichardstherapies.co.uk](mailto:jocelyn@jocelynrichardstherapies.co.uk
Online Sessions & Digital Communication
* Online sessions are conducted using secure, encrypted platforms.
* Emails may not always be fully secure; alternative methods can be discussed.
* Sessions are not recorded without your explicit written consent.
Cookies & Website Analytics
If your website uses cookies or analytics tools, you will be informed through a cookie notice. You may disable cookies through your browser.
Clients Aged 16-17
We provide services for individuals aged 16 and over.
For clients aged 16–17:
* We assess whether they can consent independently.
* Parents/guardians are involved only with the young person’s consent unless safeguarding applies.
Data Breaches
If a data breach occurs that affects your rights, we will notify you and the Information Commissioner’s Office (ICO) within 72 hours as required.
Complaints
If you have any concerns, please contact us first.
You may also complain to the ICO:
Information Commissioner’s Office (ICO)
Website: [https://ico.org.uk](https://ico.org.uk)
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Contact Details
*Data Controller: Jocelyn Richards Therapies Ltd
*Email:[jocelyn@jocelynrichardstherapies.co.uk]
*Phone number: 07593987119
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