Privacy Statement

Balanced Minds respects and protects the confidentiality of your personal data. All your details are stored and processed in accordance with the General Data Protection Regulation (GDPR). For more information on how we manage your data please scroll to the relevant service below:

NEWS UPDATES

What data are collected? Your name and email address are collected via the Balanced Minds website opt-in.

Where is it stored and who has access? The data is stored on the online mailing system ‘Mailchimp’ (GDPR compliant). Only Balanced Minds directors will have access to the ‘Mailchimp’ account. For more details on ‘Mailchimp’s privacy policies please click here.

How is this used? We shall email you Balanced Minds news updates and information about upcoming events.

These data are processed under the legal basis of ‘Consent’.

Your rights:
• You have the right to request access to your personal data
• You have the right to rectify any inaccurate personal information
• You have the right to withdraw consent for us to process your data
• You have the right to request the erasure of your personal data

Please email info@balancedminds.com with your requests. Alternatively, every news email offers the option to update your details or opt out of the email updates. On unsubscribing, your details will be deleted permanently.

EVENTS

What data is collected? Your name and email address are collected via the online ticketing platform ‘Eventbrite’ (GDPR compliant).

Where is this stored and who has access? Your data are stored in our ‘Eventbrite’ account which is only accessed by Balanced Minds directors. For more details on ‘Eventbrite’s privacy policies please click here.

How is this used? We shall send you information about the event in question including confirmation of your booking. We will also give you the opportunity to opt in to our mailing list.

These data are processed under the legal basis of ‘Consent’.

Your rights:
• You have the right to request access to your personal data
• You have the right to rectify any inaccurate personal information
• You have the right to withdraw consent for us to process your data
• You have the right to request the erasure of your personal data

Please email info@balancedminds.com with your requests. Please note that Balanced Minds may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of conduct: www.hcpc-uk.co.uk.

INITIAL THERAPY ENQUIRIES

What data are collected? There are a number of different enquiry routes.

• Via the Balanced Minds website. We collect your name, email address, phone number and a brief description of your difficulties.
• Via email. We collect any information you choose to share in your email including name and email address.
• Via third party referral e.g. GP or insurance company. We collect any data transferred to us via the third party including name, email address and phone number.

Where is this stored and who has access? Enquiry and referral data are stored on our email and online calendar software ‘Acuity’ (GDPR compliant).  Your name, email address, telephone number and brief self-referral notes will be accessed by Balanced Minds administrators as well as your therapist.

How is this used? A professional Balanced Minds therapist will contact you via phone or email to discuss an initial therapy session. The description of difficulties provided or referral notes will be used as an initial reference point and as a means to select the most suitable therapist. Should a waiting period be necessary, we shall keep you posted of any progress via phone or email. Your details will not be added to any news or marketing mailing lists.

These data are processed under the legal basis of ‘Legitimate interests’.  

Your rights:
• You have the right to request access to your personal data
• You have the right to rectify any inaccurate personal information
• You have the right to withdraw consent for us to process your data
• You have the right to request the erasure of your personal data

Please email info@balancedminds.com with your requests. Please note that Balanced Minds may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of conduct: www.hcpc-uk.co.uk. Should it transpire that therapy is not required, it is our standard practice to delete all personal data 7 years after the final correspondence.

THERAPY SESSIONS

What data are collected? Your name, gender (or preferred identity), date of birth, next of kin or emergency contact person (if you choose to provide this), relationships & progeny, occupation, address, telephone/SMS number, email address, therapy history, medical conditions, prescribed medication, difficulties, session summary, electronic correspondence including e-mails and mobile phone texts.

Where is this stored and who has access? Personal details, assessment notes, therapy session notes and symptom measures are usually collected on manual paper files and stored in locked filing cabinets, accessed by your therapist only. Any electronic notes will be stored in your therapists secure personal area of the online storage account with ‘1&1’ (www.1and1.co.uk; GDPR compliant). Your therapist may discuss your sessions with his/her clinical supervisor in line with the professional code of conduct (HCPC), however you will only be referred to by your first name.

Your name, email address and phone number are stored on your therapist’s smartphone under password protection. Your phone number and any electronic messages may be stored on your therapist’s SMS application.

Your name, email address and email correspondence will be stored on your therapist’s secure email account with ‘1&1’ (www.1and1.co.uk; GDPR compliant). Emails may also be accessed via your therapist’s smartphone or portable computing device. All devices are protected with SSL encryption, malware protection and password security.

Your name, email address and phone number will be stored on GDPR complaint software ‘Xero’ and ‘Acuity Scheduling’ for accounting and administrative purposes. These systems will be accessed by your therapist, Balanced Minds directors and administrative staff.

Your personal data will not be shared with any additional parties with the exception of the below circumstances when your therapist is under legal obligation to provide information to the appropriate agencies (e.g. GP, the police, Social Services etc.):

• He/she perceives that you are a danger to yourself or others
• He/she perceives that a minor is at risk
• He/she is required to share information under a court order or by law
• He/she is required to disclose information for the prevention, detection or prosecution of a crime

Your therapist will aim to discuss such concerns and obligations with you before notifying relevant parties, however this may not always be possible, and he/she will use clinical judgment to act in the best possible way to minimize possible harm.

How is this used? Your data will be used by your therapist to carry out professional therapy practices. Your therapist will contact you by your preferred means of communication to arrange or reschedule sessions. Your name and email address only will be used by our administrative staff to send you monthly invoices.

These data are processed under the legal basis of ‘Legitimate interests’.  Any further sensitive data that are shared is processed under the ‘Special category condition’ for the provision of health care. 

Your rights:
• You have the right to request access to your personal data
• You have the right to rectify any inaccurate personal information
• You have the right to withdraw consent for us to process your data
• You have the right to request the erasure of your personal data

Please email info@balancedminds.com with your requests. Please note that Balanced Minds may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of conduct: www.hcpc-uk.co.uk. Our standard practice will be to erase your data 7 years after the end of your therapy, or for children, 7 years after the client turns 18 years of age.

SUPERVISION SESSIONS

What data are collected? Your name, email address, phone number, employment details, summary of the supervision sessions and your clients’ sessions (client’s first name only).

Where is this stored and who has access? Personal details and session summary notes are usually collected on manual paper files and stored in locked filing cabinets, accessed by your supervisor only. Any electronic notes will be stored in your therapists personal area of the online storage account with ‘1&1’ (www.1and1.co.uk; GDPR compliant). Your supervisor may discuss your sessions with his/her own clinical supervisor in line with the professional code of conduct (HCPC).

Your name, email address and phone number are stored on your supervisor’s smartphone under password protection. Your phone number and any electronic messages may be stored on your supervisor’s SMS application.

Your name, email address and email correspondence will be stored on your supervisor’s email account with ‘1&1’ (www.1and1.co.uk; GDPR compliant). Emails may also be accessed via your supervisor’s smartphone or portable computing device. All devices are protected with SSL encryption, malware protection and password security.

Your name, email address and phone number will be stored on GDPR complaint software ‘Xero’ and ‘Acuity Scheduling’ for accounting and administrative purposes. These systems will be accessed by your supervisor, Balanced Minds directors and administrative staff.

How is this used? Your data will be used by your supervisor to carry out professional supervision practices. Your supervisor will contact you by your preferred means of communication to arrange or reschedule sessions. Your name and email address only will be used by our administrative staff to send you monthly invoices.

These data are processed under the legal basis of ‘Legitimate interests’.

Your rights:
• You have the right to request access to your personal data
• You have the right to rectify any inaccurate personal information
• You have the right to withdraw consent for us to process your data
• You have the right to request the erasure of your personal data

Please email info@balancedminds.com with your requests. Please note that Balanced Minds may be obliged to refuse these requests in accordance with lawful requirements and the HCPC professional code of contact: www.hcpc-uk.co.uk. Our standard practice will be to erase your data 7 years after the end of your supervision.