Privacy Policy
General Data Protection Regulations (GDPR) Statement & Privacy Policy
In order to work effectively with participants, Capable Citizens Collective (CCC) needs to keep confidential records about all clients. These records are kept securely, are only seen by authorised personnel and may be used anonymously in the production of practice statistics. These records are subject to the General Data Protection Regulations 2018, which gives clients the right to access personal data held about them. To safely and appropriately provide you with the tuition and support on offer it is necessary to collect personal data from you and gain your written consent to collect this data.
The therapeutic work carried out by CCC is subject to confidential processes. However, your personal data or the content of your sessions will not be revealed to a third party without your express permission. The only exceptions would be if there were a threat to your own life or someone else, or in the event of any other safeguarding issue that falls outside of confidentiality boundaries. In these cases, it may be necessary to contact emergency services or relevant authorities without your permission.
This privacy policy explains what information is collected, how it is used, where it is kept, how long for and the procedures that we have in place to safeguard your privacy.
What Information is collected?
When you refer into this service the following personal details will be collected:
Name
Email Address
Contact Phone Number
Date of Birth
Emergency Name and contact details
Details of any Health Conditions that may require medical intervention
Initial Assessment
During your initial assessment the practitioner will make notes during the session in order to create a personal plan that will detail any goals that have been agreed with you and which will be reviewed on completion of the course for future planning.
How is this information used?
This information is collected for the following reasons:
To accurately identify you and thereby safely and with confidentiality process your referral through the service on offer.
To communicate (where necessary due to safeguarding concerns) with other mental health and medical professionals in the support of your care.
To identify the factors that may contribute to the problem you are seeking help with.
To monitor and measure the effectiveness of the service.
Where is this information kept?
Your referral data is received and stored via password protected word documents. Your referral data is processed via email using password protected word documents. Your referral, assessment and data is kept together in digital format by your practitioner using suitably encrypted files. Your practitioner is also required to be registered with the Information Commissioner's Office (ICO) and have their own privacy and data protection policy which covers how they control, process and keep your personal data, which they will provide for you during your initial assessment session.
How long is your data kept for?
Your referral information and client notes are stored in encrypted format for a minimum of 7 years, in line with guidance from the insurers, after which point they will be deleted. Your records in our service are not classed as medical records or public records.
How is your privacy safeguarded?
Your referral data can be received via email or during a telephone conversation/video call. Your referral data will be processed via password protected word documents. Other than your original referral information, all other documentation is identified by your initials only. Your practitioner will undertake regular continuing professional development to ensure that the best standards of care are upheld.
The only people who have access to your data are:
• Data Controller
• Data Processor
• Your Practitioner
You will not be personally identified in any reports that monitor and measure the effectiveness of the service.
Subject Access Request
Should you wish to access your data or have it destroyed before 7 years have elapsed you may submit your request in writing to the Data Controller and/or your Practitioner. Each application will be considered on an individual basis and any decision to provide access to or destroy your personal data will be taken in conjunction with our insurers and professional bodies.
Data Controller: Alexis Devereux Business Owner Capable Citizens Collective
Data Processor: As Above
If you would like to receive further information about this policy or any of our safeguards, please contact the data controller shown above at 13 Freehold Road, Needham Market, Suffolk, IP6 8DU or at capablecitizenscollective@gmail.com
PLEASE READ THIS AGREEMENT CAREFULLY
I understand my rights under the General Data Protection Regulations (GDPR) 2018. I consent to CCC using my personal and sensitive data in accordance with the General Data Protection Regulations (GDPR) 2018 for the purposes of delivering training and support to me and for management of the quality of the service that CCC delivers including marketing and the commissioning of services.
Clients Name:
Practitioners Name:
Date: