Customer Privacy Notice

This privacy notice explains how we collect, use, and protect your personal information.

1. Contact Details

Telephone: 07768290641
Email: westsussexpsychology@gmail.com

2. What Information We Collect, Use, and Why

We collect and use the following information to provide patient care:

  • Personal Information: Name, address, contact details, gender, pronoun preferences, date of birth, NHS/HSC/CHI number, next of kin details, emergency contact details.

  • Health Information: Including medical conditions, allergies, medical requirements, medical history, care needs, disabilities, home conditions, medication and dietary requirements, test results, and psychological evaluations.

  • Session Records: Details of therapy sessions, including notes, progress, and assessment reports.

  • Payment and Insurance Information: Payment details (e.g., card or bank transfer), insurance policy details.

We may also collect the following, if relevant to the therapy process:

  • Sensitive Personal Information: Racial or ethnic origin, political opinions, religious or philosophical beliefs, sexual life information, and sexual orientation information.

In addition, we may collect personal information for safeguarding, public protection, or handling queries, complaints, or claims as outlined above.

3. Use of Heidi Health AI Note-Taking Software

In order to enhance the therapy process, I use Heidi Health, an AI-powered note-taking software that transcribes and records session notes. This allows me to focus entirely on you during our sessions. The software is secure, and your personal data will be treated with the utmost confidentiality.

A separate consent form will be provided for you to sign, which acknowledges your consent to the use of this software. If you have any concerns or questions regarding its use, please feel free to ask.

4. Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a lawful basis for collecting and using your personal information. You have the following rights concerning your personal data:

  • Right of Access: You can ask for copies of your personal information.

  • Right to Rectification: You can request correction of any inaccurate or incomplete personal information.

  • Right to Erasure: You can request deletion of your personal data.

  • Right to Restrict Processing: You can request to limit how we process your data.

  • Right to Object: You can object to the processing of your personal data.

  • Right to Data Portability: You can request the transfer of your data to another organization.

  • Right to Withdraw Consent: You can withdraw your consent at any time.

You may exercise these rights by contacting us at the details provided above.

5. How Long and Where We Keep Your Information

We retain your personal information for seven years.

Notes are stored securely online in a practice management software Kiku.

6. Who We Share Information With

We may share your personal information with:

  • Other health professionals (e.g., GPs, specialists)

  • Insurance companies and brokers

  • Charities and voluntary organizations

  • Emergency services (in urgent situations)

  • Organizations required by law to receive your information (e.g., for safeguarding or legal obligations)

We will not share your information with third parties without your consent, except when required by law or when it is necessary for safeguarding purposes.

7. How to Complain

If you have concerns about how your personal data is used, please contact us using the contact details at the top of this notice. If you remain unsatisfied with how your data has been handled, you can complain to the Information Commissioner's Office (ICO):

ICO Contact Information:
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

Last updated: 20 February 2025