Empowering growth through creativity, nature, and belonging
Becomings Therapy Services
Privacy Policy and Data Protection Policy
General notes:
- I am required by law to inform you, as my client, how I collect, process, and keep data in relation to you and our clinical work. You have the right to know what, why, and for how long I collect your data.
- If you have any questions about this policy or about any other points that have not been raised here about data protection, please do not hesitate to contact me for further discussion.
- I am registered with the National Data Protection Authority, Information Commissioner’s Office (ICO). This is ‘The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.’ (https://ico.org.uk/ last accessed on the 26.03.2023). Registered as Marta Perestrello, registration number ZA076399.
- Explicit consent for me to collect, hold, and process your data is given on our signed Agreement.
- Please read this Data Protection Policy before signing your agreement to work with Marta Perestrello at Becomings Therapy Services. The signing of any agreement with Marta Perestrello at Becomings Therapy Services consents to all points raised in this policy.
- There might be some negotiation about points raised in this policy. If there are any changes to this policy, these need to be noted and added in writing, in the Agreement for our clinical work.
- Although you may withdraw your consent for me to further collect or process your data, the data already collected and processed may need to be kept in my files according to my professional and insurance guidelines.
- Without the client’s consent for me to collect, process, and keep some of the data, as raised in this policy, therapy work may not be able to proceed.
Why do I keep client’s data?
- This is required by my professional bodies and by my professional indemnity insurance; with Howden Group (www.howdengroup.com).
- Information collected and kept helps me to recollect, plan, and process the therapy work being offered.
- Information kept holds the record of the therapeutic work; the plan, processes, and progress done. This may come to be useful when evaluating therapy work; for both professional and legal reasons.
- My insurance broker asks me, under the Statutes of Limitation under Civil Law, to keep a record of my clinical work for 7 years upon completion of therapy work.
What client’s data do I collect?
- Name, address, and contact details (phone number and email address)
- GP name and address
- An Emergency Contact, chosen by the client; name, phone number, and relationship to the client
- Relevant medical information and history, allergies, treatment, and medication
- Artwork made during our work together
- Clinical notes
- Payment information and invoices
- Record of communication exchanged during work together; dates and brief content of communication exchanged in emails, phone calls, and text messages
How do I collect data?
Client file and clinical notes
- I keep a file for each individual client. There I write clinical notes to keep a record of all work together. These include the dates and times of client’s sessions, a brief and objective description of themes raised in sessions or in communication in between appointments, and a rationale for the work and intervention taken.
- Any information I collect and store will be kept securely on an encrypted computer system that is protected by up-to-date antivirus software. I am the only person with access to this system, ensuring that your data remains confidential and safe at all times.
Correspondence
- I use a secure emailing system (ProtonMail) through a password-protected computer, laptop, and phone. I encourage my clients, if not already, to open an account with ProtonMail (https://protonmail.com/) and to download Signal (https://signal.org/en/) for text messaging. Both of these protect the client’s data and are compliant with UK General Data Protection Regulation (GDPR) and Privacy and Electronic Communications Regulation (PECR in ICO). All emails and text messages exchanged are deleted once noted in the client’s file.
- Phone numbers are kept on the client’s paper file and on my phone; no names are used on my phone contacts.
- I only use my computer, laptop, and work phone for communication with my clients. All these devices are password-protected, and passwords are changed regularly.
- Artwork made during therapy is kept anonymously in a portfolio at Becomings Therapy Services office or at my home office. Digital artwork is stored digitally, anonymously, in a password-protected file in my password-protected computer.
- When images are shared digitally (email only), I will use, and recommend my clients to use, a secure emailing system or password-protected email.
- Electronic files are kept on a password-protected computer at my home, and all is deleted at the end of the therapy work once the information needed is recorded in the client’s file.
Engaging with this Website
- When you engage with my website, I may collect and store any information you enter, or provide me in any other way. This includes personal data such as your name, email address, and communications.
- I also collect non-personal information such as your Internet Protocol (IP) address, login, computer and connection details, and browsing behavior on the website, including page response times and session lengths.
- Additionally, when you conduct a transaction on the website, we collect personal information such as your name, address, and email. This personal information will be used exclusively for the specific reasons stated above and not for any other purposes.
Purpose of Collecting Information
- To provide and operate services,
- To provide you with ongoing customer assistance and technical support,
- To communicate service-related notices and promotional messages,
- To create aggregated statistical data to improve services,
- To comply with any applicable laws and regulations.
- Use of Weebly Platform:
- My website is hosted on the weebly.com platform. Weeby provides the platform that allows me to offer Becomings Therapy Services. Your data may be stored on Weebly’s secure servers, protected behind a firewall.
- All payment gateways on the website comply with PCI-DSS standards, ensuring secure handling of your credit card information.
How We Contact You
- I may contact you for work related issues, or to send updates about my services. This may happen via email, text messages, phone, or postal mail.
- you are offered a choice of preferred method of communication, and you are free to change these preferences at any time.
Your Rights Regarding Your Data:
- The right to be informed: To know how your information will be used (this policy).
- The right of access: You can see what personal data I hold and verify it.
- The right to rectification: You can request that I correct or complete any data that is inaccurate or incomplete.
- The right to erasure: You can request that I delete your data, also known as the "right to be forgotten."
- The right to restrict processing: You can request limits on how I use your data.
- The right to data portability: You can request a copy of your data in an electronic format.
- The right to object: You can object to certain uses of your data.
- Rights in relation to automated decision-making and profiling.
- If you wish to exercise these rights, please contact me at the details below. If dissatisfied with my response, you may file a complaint with the Information Commissioner’s Office (ICO).
Data Destruction
- All unnecessary data in paper format is securely shredded.
- All digital data is deleted and cleared from my phone and computer’s history.
- Artwork and digital images are either returned to the client or securely destroyed at the end of the therapy work, or earlier if requested by the client.
Payment Records
- I accept payment via cash or bank transfer. Payment information, including invoices, is kept for 7 years as required by law (HMRC).
- Bank payments will include details in bank statements, which are accessible by my bank (NatWest), HMRC, and my accountant for tax purposes.
- If you prefer to minimize your payment information, cash is accepted, and invoices can be issued with initials instead of full names.
Modifications to this Policy
- I reserve the right to modify this privacy policy at any time, and I encourage you to review it frequently. Changes will take effect immediately upon posting. If significant changes are made, I will notify you on this page.
- If you wish to access, correct, amend, or delete any personal information I hold about you, or if you have any concerns, please contact me at [email protected].