Data Privacy Notice
Data Privacy Notice
My private practice and website is covered by same the privacy notice as my related business as director of The Wilbury Clinic.
The Wilbury Clinic is committed to the protection of the privacy of all who come into contact with us. Your personal data is really important to us and we understand how important it is to you. Our aim is to be as clear and open as possible about what we do with your personal data and why we do it.
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession.
We process different personal information depending on how you come into contact with us:
We will record information such as your name, age, occupation, medications and treatments, mental health history, previous counselling experience and other sensitive information which will help us to most accurately match you with an appropriate therapist. We will keep a record of which therapist you have been allocated to and what day and time you will meet with them. We will send you a feedback form to complete at the end of your therapy, however this is optional.
We will record information such as your name, age, GP details, emergency contact information, medications and treatments, mental health history, previous counselling experience and other sensitive information. We also have an obligation to keep notes after every session.
We will collect your name, contact details and information about your training, qualifications, experience and approach.
We will collect your name, contact details and information about your training, qualifications, experience and approach. We will also process your insurance details and information about your supervisor.
We will collect your name and contact details.
We will process your contact details and financial information such as bank details.
Our website is run by Circular Cube https://circularcube.co.uk.
We use your personal data for the following purposes:
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
The lawful basis for processing your information falls under 6 main categories; under each we have given an example.
Special Category data (highly sensitive personal data such as mental health history, sexual orientation or ethnic origin) needs more protection. We will only process such data if it meets one of the above categories and one of the conditions below:
The Wilbury Clinic complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Printed documents are stored securely in a locked filing cabinet and electronic files are kept encrypted. Highly sensitive documents, such as consultation reports, are coded so that they are anonymous. We will store all the personal information you provide for our website on secure password- and firewall-protected servers. However we must remind you that the transmission of information over the internet is inherently insecure and we cannot guarantee the security of data sent over the internet.
Your personal data will be treated as strictly confidential and will only be shared outside The Wilbury Clinic if it is absolutely essential. In the following cases we will share information with others:
We will only share your data with other third parties with your prior consent, or unless required to do so by law.
Whilst it is unlikely we will do so, any electronic personal data transferred outside the EU will be encrypted. We also require that those processing your data in countries outside of the EU, follow the requirements and responsibilities set out in this Privacy Notice. Our website is accessible from overseas so some personal data (eg a listing on the ‘’Therapists’ page) may be accessed from overseas.
We endeavour to maintain only data that is relevant, accurate and up to date. We have internal processes to periodically review the data we hold and delete data that is no longer relevant to our purpose for processing. We may keep some other records for an extended period of time and others permanently if we are required to do so. For example, we will keep contracts only until the contract ends but we will keep session notes for 7 years from the date therapy/supervision concluded (or from when the client turns 18) as per guidance from our legal and professional bodies.
You have the following rights with respect to your personal data:
Please contact us if you wish to exercise any of these rights.
If you have any questions regarding how we process your data, or you would like to make a subject access request, please contact us in writing either by email firstname.lastname@example.org or by post: The Wilbury Clinic, 64 Wilbury Road, Hove, BN3 3PY.
We are registered with the Information Commissioners Office (registration number ZA153400). You can contact the ICO on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We keep this Privacy Notice under regular review and we will place any updates on our website: www.thewilburyclinic.co.uk
Data Privacy Notice - Version 1 (June 2018)