City & West cares about your privacy and we are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. We collect and use personal data only as it might be needed for us to deliver to you our services, website and mobile applications (collectively, our “Services”). Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2018 (the “GDPR”). Your personal data includes information such as:
- contact information including email address
- demographic information such as postcode, preferences and interests
- other information relevant to customer surveys and/or offers
If at any time you have questions about our practices or any of your rights described below, you may reach our Data Protection Officer (“DPO”) by contacting us at firstname.lastname@example.org . This inbox is actively monitored and managed so that we can deliver an experience that you can confidently trust.
Who we are?
City and West Psychology is the data controller (contact details above). This means it decides how your personal data is processed and for what purposes
What information do we collect?
We collect information so that we can provide the best possible experience when you utilise our Services. Much of what you likely consider personal data is collected directly from you when you:
- contact us directly
- complete the contact form on our website
- request assistance, therapy or support from our experienced therapists
However, we also collect additional information when delivering our Services to you to ensure necessary and optimal performance. The methods of collecting this information may not always be as obvious to you, so we wanted to highlight and explain more about what these might be and how they work:
Cookies and similar technology
How do we process your personal data?
City and West Psychology complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We believe in limiting the data we collect, and we limit how the data is used according to the following points:
- We use data that we have been given permission to use
- We use your data to deliver the Services you have requested
- To maintain our own accounts and records
- To operate the City and West Website and deliver the services that individuals have requested
- To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered
- We use data as we might be required or permitted for legal compliance or other lawful purposes. These used include:
Delivering, improving, updating and enhancing the Services we provide to you
We collect various information relating to your use and/or interactions with our Services. We utilise this information to:
- Improve and optimise the operation and performance of our Services (again, including our websites and mobile applications)
- Diagnose problems with and identify any security risks, errors, or needed enhancements to the Services
- Detect and prevent fraud and abuse of our Services and systems
- Collecting aggregate statistics about use of the Services
- Understand and analyse how you use our Services and what products and services are most relevant to you.
Much of the data collected is aggregated or statistical data about how our individual customers use our Services, and it is therefore not linked to any personal data. On the occasions it is linked to personal data we treat it accordingly.
Transfer of personal data abroad
Compliance with legal, regulatory and law enforcement requests
We cooperate with government and law enforcement officials to enforce and comply with the law. Information shared with us is usually considered confidential, but we may on some occasions have to break confidentiality. We will disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims and legal process (such as subpoena requests), to protect our property and rights or the property and rights of a third party, to protect your safety, to protect the safety of the public or any person, or to prevent or stop activity we consider to be illegal or unethical. To the extent we are legally permitted to do so, we will take reasonable steps to notify you in the event that we are required to provide your personal information to third parties as part of legal process.
What is the legal basis for processing your personal data?
The legal basis for processing your personal data is outlined in the GDPR article 6 and 9. City and West Psychology collects data based on the following processing criteria:
Consent and explicit consent of the data subject (only collected if client contacts the service directly
Processing is necessary for the performance of a contract with data subject or to take steps to enter into a contract
Processing is necessary for compliance with legal obligations
Processing is necessary for the establishment, exercise or defence of legal claims or where courts are acting in their judicial capacity
Sharing your personal data
We will only share your data with third parties after requesting your consent. Your personal data will be treated as strictly confidential, and will not be shared with a third party unless you have provided consent for this or it is required by law.
How do we store your data and how long do we keep your personal data?
We follow generally accepted standards to store and protect the personal data we collect, both during transmission and once received and stored, including utilisation of encryption where appropriate. We keep your personal data for no longer than reasonably necessary which is for a period of maximum five years. This is for safeguarding purposes, for the purpose of clinical practice and continuity in our work and in case of any legal claims or complaints.
Unless subject to an exemption under GDPR , you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which the City and West Psychology holds about you;
- The right to request that the City and West Psychology corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for City and West Psychology to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable)
- The right to lodge a complaint with the Information Commissioners Office
Accessing or deleting your information
If you would like to request to review, correct, update, suppress, or delete personal information that has been previously provided to us by you, please email us at email@example.com . You can ask us to specify what personal information we have about you and to delete certain personal information about you from our records, or request to receive an electronic copy of your personal information for purposes of transmitting it to another company (to the extent this right to data portability is provided to you by applicable law). Please let us know what information you would like us to remove. We will respond to your requests consistent with applicable law, and we will try to comply with your request as soon as reasonably practicable. We will have to confirm your identify as part of this process.
Please note that we may need to retain certain information for record keeping purposes and/or to complete any transactions that you began prior to your request. There may also be residual information that will remain within our databases and other records, but such residual information will no longer be tied to your identity.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.