Donna Butler Associates (DBA) is the trading name of Donna Butler
Hereafter for the purposes of this Privacy Notice the business and services involved will be referred to as DBA
2. Who we are
We are a multidisciplinary group of registered practitioners, providing psychotherapy, coaching, debriefing and training services
3. Personal Data
a) For the purposes of providing treatment, our therapists may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our practice (or in remote sessions), we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow our therapists to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to remind you of future appointments and provide reports or other information concerning your treatment. Each therapist is governed by and is registered with either United Kingdom Counselling and Psychotherapy (UKCP), or British Association Counselling and Psychotherapy (BACP).
b) For marketing purposes, DBA may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which DBA believes may be of interest to you.
c) In making initial contact with the practice you consent to DBA maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
Through agreeing to this privacy notice you are consenting to DBA processing your personal data for the purposes outlined. You can withdraw consent at any time by using the email address or telephone number provided at the end of this Privacy Notice.
Each therapist will keep your personal information safe and secure. Only staff engaged in providing your treatment will have access to your patient records. DBA will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests.
6. Retention Policy
Donna Butler Associates will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted, or if in written copy, will be destroyed, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure details. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.
7. Your rights as a data subject
At any point whilst DBA are in possession of, or processing your personal data, all data subjects have the following rights:
• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that DBA refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request DBA can confirm what information it holds about you and how it is processed.
8. You can request the following information:
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of DBA Clinic and information about these interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict, or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
9. To access what personal data is held, identification will be required
DBA will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If DBA is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to: firstname.lastname@example.org
10. Contacting the regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we can’t be responsible for the content of external websites).
11. Any Questions?
We hope this notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact us at email@example.com