On 25th May 2018 the law changed with the introduction of the General Data Protection Regulation or GDPR with regards to how organisations must protect your ‘data’ (personal data and records). Dr Claudia Salt, Senior Clinical Psychologist is a clinician offering clinical psychological services (specialising in working with children and families). This privacy notice explains why Dr Claudia Salt holds confidential data and how this is protected.
1. What are your rights?
Dr Claudia Salt is committed to protecting your rights to privacy. They include:
- Right to be informed about what Dr Claudia Salt does with your personal data
- Right to have a copy of all the personal information Dr Claudia Salt processes about you
- Right to rectification of any inaccurate data Dr Claudia Salt processes and to add to the information Dr Claudia Salt holds 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 object to the processing Dr Claudia Salt carries out based on her legitimate interest
2. Why does Dr Claudia Salt collect information about you?
Keeping records is an essential and important component of healthcare, which helps in ensuring that Dr Claudia Salt can provide you with the best possible service. Dr Claudia Salt processes the data because it is a legitimate interest as a clinical psychologist to do so. Dr Claudia Salt needs to see and analyse documents containing this information to carry out an assessment, to deliver psychological intervention and/or to evaluate her services. Another lawful reason for Dr Claudia Salt processing “special category data” is that it is necessary for the purposes of the provision of health or social care or treatment.
3. What information does Dr Claudia Salt collect about you?
Dr Claudia Salt collects information about you that may include personal or sensitive information, such as:
- First name or given name
- Family name or surname
- Address
- Telephone numbers
- Date of birth
- Gender (or preferred identity)
- Age
- Date of Birth.
- Details about other family members (name, DOB, address)
- Telephone and/or email address
- Medical history
- Prescribed medication
- Developmental history
- Psychological history and current difficulties
- Relationship history
- School information
- Notes from each session
Dr Claudia Salt also processes personal data pursuant to her legitimate interests in running her business such as:
- Invoices and receipts
- Accounts and tax returns
4. How does Dr Claudia Salt store the information about you?
Dr Claudia Salt takes your privacy very seriously. Dr Claudia Salt is committed to ensure she takes reasonable steps to protect any individual identifying information that you provide to her. Once Dr Claudia Salt receives your data, she makes best efforts to ensure its security on our systems. All personal information provided is stored in compliance with EU General Data Protection Regulations (GDPR) rules. Dr Claudia Salt takes notes within her sessions with you, asks you to complete psychometric forms/questionnaires, and fill in initial assessment forms. These are kept in paper format, stored in a locked filing cabinet. All computers and used within Dr Claudia Salt’s work with you are password protected.
5. How long does Dr Claudia Salt keep your information for?
Dr Claudia Salt does not keep your data for longer than is necessary. Administrative data is retained for up to six years as necessary, Dr Claudia Salt is required to do this in the unlikely event there are queries from HMRC. Where it is not necessary to retain the data for six years, it is destroyed as soon as possible.
Assessment/consultation/session notes, questionnaires and mental health records will be held for:
- 8 years for adult clients (18 years old or above)
- Child records will be kept until they are 26 years old
6. Who does Dr Claudia Salt share your personal information with?
Your information is kept confidential within the company at all times. If Dr Claudia Salt becomes aware of your intent to cause harm to yourself or another person/organisation (e.g. terrorism), the law may require that she informs an authority without seeking your permission. In such a situation, the law may require that Dr Claudia Salt shares your child’s/your personal information without their/your knowledge. If Dr Claudia Salt does need to share your information, she will always try and ask for your permission for this. Dr Salt may not be able to ask your permission under special circumstances where she is legally required to do so.
7.How can you access your information and correct it, if necessary?
Dr Claudia Salt tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if Dr Salt holds any personal information by making a ‘subject access request’ or ‘Right of Access’ under the Data Protection Act and the General Data Protection Regulation. Within one calendar month Dr Salt will then supply to you:
- A description of all data Dr Claudia Salt holds about you
- Inform you how it was obtained (if not supplied by you)
- Inform you why, what purposes, Dr Claudia Salt is holding it
- What categories of personal data is concerned
- Inform you who it could be disclosed to
- Inform you of the retention periods of the data
- Let you have a copy of the information in an intelligible electronic form unless otherwise requested.
To make a request to Dr Claudia Salt for any personal information may hold you need to put the request in writing. Dr Claudia Salt wants to make sure that your personal information is accurate and up to date. You may ask Dr Claudia Salt to correct or remove information you think is inaccurate, please address these changes to Dr Claudia Salt. Please note there may be an admin charge.
8. Communication outside of sessions
Email: Dr Claudia Salt will seek your permission to communicate via email. All confidential information sent via email will be password protected, with the password being sent separately to you. Dr Claudia Salt asks that you do not send personal/sensitive information in the main body of an email. If you need to send personal information via email, please ensure you attach it as a separate document and password protect this document.
Telephone: Dr Claudia Salt will seek your permission to leave voicemails and send text messages to you. Dr Claudia Salt does not save your name in her mobile contacts and will aim to delete all previous messages at least once a month.
Letters: All letters will be marked as confidential.
9. Complaints or queries
Dr Claudia Salt tries to meet the highest standards when collecting and using personal information. For this reason, Dr Claudia Salt takes any complaints she receives about this very seriously. Dr Claudia Salt encourages people to bring it to her attention if they think that the collection or use of information is unfair, misleading or inappropriate. Dr Claudia Salt would also welcome any suggestions for improving her procedures. If you do have a complaint, contact the Data Protection Officer who will investigate the matter on your behalf.
If you are not satisfied with the response from Dr Claudia Salt or believe she is not processing your personal data in accordance with the law you have the right to raise your complaint with the Information Commissioner’s Office (ICO)
Contact ICO: Website: https://ico.org.uk/concerns/ Email: casework@ico.org.uk
Telephone: +44 (0) 303 123 1113
10. Who we are and how to contact us
Dr Claudia Salt, Senior Clinical Psychologist is the company that you are supplying your personal information to. Dr Claudia Salt is the Data Protection Officer and can be contacted by:
Email: contact@drclaudiasalt.co.uk
Dr Claudia Salt, Senior Clinical Psychologist. Specialist Clinical Psychology services for children and young people, based in Ilkley, West Yorkshire.. 