Safe Space Psychology

Safe Space Psychology Privacy Notice for Clients and Supervisees (2024)

You may be aware of the laws relating to General Data Protection Regulation (GDPR) that came into effect from 25 May 2018. The purpose of GDPR is to provide a set of standardised data protection laws across all EU member countries. This document sets out how Safe Space Psychology complies with these laws.

Data Controller

Tania Murdoch

Collected Personal Data

Safe Space Psychology collects and processes the following personal data from therapy clients and workshops:

1. Personal data: Including basic contact information such as name, address, date of birth, email, contact number, Next of Kin information and GP contact details.

2. Sensitive personal data: Including signed therapy agreement and therapy records (such as therapist notes, letters, reports and outcome measures).

3. If you complete a web-based enquiry form, we will also collect any information you provide to us as well as your internet protocol (IP) address. This is automatically supplied by the website software used to offer the form. All web services used by Safe Space Psychology are verified by themselves as GDPR compliant.

4. If you are referred by your health insurance provider (e.g. BUPA), then I will also collect and process personal data provided by that organisation. This includes basic contact information, referral information, and health insurance policy number and authorisation for psychological treatment.

Safe Space Psychology collects and processes the following personal data from supervision: 

1. Personal data: Including basis contact information such as name, address, email, contact number

2. Sensitive personal data regarding a therapists caseload, including issues pertaining to clinical presentations and formulations, treatment and risk management plans and relationship difficulties. 

3. If you complete a web-based enquiry form, we will also collect any information you provide to us as well as your internet protocol (IP) address. This is automatically supplied by the website software used to offer the form. All web services used by Safe Space Psychology are verified by themselves as GDPR compliant.

The lawful basis for processing personal data

Safe Space Psychology has a legitimate interest in using the personal data. Sensitive personal data that's collected is used to provide mental health treatment. Such information is necessary to provide psychological therapy to clients.

You may also be asked how you found out about Safe Space Psychology service for the purpose of our own marketing research. 

No information you provide is passed on without your consent. 

We will never sell your information to others.

What we do with your personal information

At Safe Space Psychology, your privacy is taken very seriously. Such information will only be used to provide the services you have requested.

If you do not provide the personal information requested, then I may be unable to provide a therapy service to you.

How long we store personal information

We will only store your personal information for as long as it is required. 

The sensitive personal data defined above is stored for a period of 7 years after the end of therapy. After this time, this data is deleted at the end of each calendar year.

Purpose of collecting data

The information that is collected is used  to:

1. Provide psychological support for you or your team.

2. Provide supervision for therapists.

3. Process payment for such services.

You have the right to opt-out at any time, and request that your personal contact information is deleted to prevent future proactive contact from Safe Space Psychology.

Who we might share personal information with

The information that is held about each of our clients and the therapy they receive is in confidence. This means that your personal information will not be shared with anyone else. However, there are exceptions to this when there may be need for liaison with other services:

- If you are referred by your health insurance provider, or otherwise claiming through a health insurance policy to fund therapy, then we will share appointment schedules with that organisation for the purposes of billing. We may also share information with that organisation to provide treatment updates if required.

- In cases where treatment has been instructed by a solicitor, relevant clinical information from therapy records will be shared with legal services as required and with your written consent.

In exceptional circumstances, personal information may need to be shared with relevant services:

- When there is need-to-know information for another health provider, such as your GP.

- When disclosure is in the public interest, to prevent a miscarriage of justice or where there is a legal duty, for example a Court Order.

- When the information concerns risk of harm to the client, or risk of harm to another adult or a child.

Proposed disclosures will be discussed with you unless it is believed that to do so could increase the level of risk to you or to someone else.

What will NOT happen with your personal information

Your information will not be shared with third-parties for marketing purposes.

How your personal information is secured

Personal information is minimised in phone and email communication. Sensitive personal data will be sent to clients in an email attachment that is password protected. Email applications use private (SSL) settings, which encrypts email traffic so that it cannot be read at any point between our computing devices and our mail server. Safe Space Psychology will not use open or unsecure Wi-Fi networks to send any personal data.

Personal information is also stored on an office computer owned by Safe Space Psychology. These are password protected. Malware and antivirus protection is installed on all computing devices. Mobile devices are protected with a passcode/thumbprint scanner, mobile security and antivirus software.

Your right to access the personal information held about you

- You have a right to access the information we hold about you and this  will usually be shared this with you within 30 days of receiving a request.

- There may be an admin fee for supplying the information to you.

- Safe Space Psychology may request further evidence from you to check your identity.

- A copy of your personal information will usually be sent to you in a permanent form (that is, a printed copy).

- You have a right to get your personal information corrected if it is inaccurate.

- You can complain to a regulator if you think that we haven’t complied with data protection laws, you have a right to lodge a complaint with the Information Commissioner’s Office.

Safe Space Psychology reserves the right to refuse a request to delete a client’s personal information where this is therapy records. Therapy records are retained for a period of 7 years in accordance with the guidelines and requirements for record keeping by The British Psychological Society (BPS; 2000)[1]and The Health and Care Professions Council (HCPC; 2017)[2].

Dr Tania Murdoch

Chartered Clinical Psychologist

April 2024

[1]The British Psychological Society (2000). Clinical Psychology and Case Notes: Guidance on Good Practice. Leicester: Division of Clinical Psychology, BPS.

[2]Health and Care Professions Council (2017). Confidentiality – guidance for registrants. London: HCPC.