Privacy Policy
Contents:
Willow Psychology Service Privacy Policy
Privacy policy provided by Willow Psychology Service Ltd. This privacy policy explains how willow psychology service ltd uses the personal data we collect from you when you use our website.
Our registration details
Willow Psychology is operated by Willow Psychology Service Ltd. which is registered in England and Wales under company number 12885677. Our company address is: 67 pioneer court, 50 hammersley road, london, e16 1tq.
We are registered with the information commissioner’s office (ico) registration number: zb373404.
This privacy policy applies to www.willow-psychology.co.uk (referred to as “website”).
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What data do we collect?
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How do we collect your data?
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How will we use your data?
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How do we store your data?
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Marketing
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Disclosure of your data
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Zoom
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Therapy Notes
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Data Processors
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What are your data protection rights?
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Cookies
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Privacy policies of other websites
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Changes to our privacy policy
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How to contact us
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How to contact the appropriate authorities
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What data do we collect?
Willow psychology service ltd collects the following data:
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Identity data (includes title, first name, last name, date of birth, gender);
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Contact data (includes address, email address, telephone numbers, gp details);
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Transaction data (includes details about payments to and from you and details of services you have bought from us);
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Technical data (includes internet protocol (ip) address, browser type and version, time zone setting and location, browser plug-in versions, operating systems and platform);
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Usage data (information about how you use our website and the services that you choose from our website e.g., packages);
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Marketing and communication data (includes your preferences on marketing communication, communication preferences)';
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Mental health data (includes information you may provide us when you complete a questionnaire about your mental health when booking your first appointment with us, which assists us with the issues you may need help with, and other information collected in therapy sessions).
We do not collect financial data as this is managed through FreeAgent, who have their own privacy policy (https://www.freeagent.com/fieldguide/legal/privacy/).
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How do we collect your data?
You directly provide willow psychology service ltd with the data we collect. We collect data and process data when you:
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Register online, email us or book any of our services (including initial consultation).
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Telephone calls are managed by Moneypenny, who have their own privacy policy (https://www.moneypenny.com/uk/privacy/)
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Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
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Use or view our website via your browser’s cookies.
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How will we use your data?
Willow psychology service ltd collects your data so that we can:
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Perform the contract that we are about to or have entered into with you
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Provide you with access to our site and manage this access
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Comply with a legal obligation (e.g., notifying you of a change in our privacy policy)
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To administer and protect our website (e.g., troubleshooting, system maintenance etc.)
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Ask you to leave a review or complete a survey;
Occasionally we may email you with special offers on other products and services we think you might like.
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How do we store your data?
Willow psychology service ltd securely stores your data within our client portal system dubsado. Dubsado is fully compliant with GDPR and US privacy regulations, their privacy policy can be found here - https://www.dubsado.com/legal/privacy-policy
Willow psychology service ltd will keep your data for no more than seven years after our last communication. Once this time period has expired, we will delete your data unless it is legitimately required to be kept for reasons that we have a legal basis for.
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Marketing
Occasionally, willow psychology service ltd would like to send you information about products and services of ours that we think you might like.
● If you have agreed to receive marketing, you may always opt out at a later date.
● You have the right at any time to stop willow psychology service ltd from contacting you for marketing purposes.
● If you no longer wish to be contacted for marketing purposes, please unsubscribe.
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Disclosure of your Data
Third parties
We will get your express consent before we share your personal data with a third party for marketing purposes.
We may also share your personal data with the following third parties:
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Psychologists listed on the Willow Psychology Service website, to ensure they can fulfil the contract we have entered into with you for fulfilling our services.
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Third parties who are completing services on our behalf including billing, sales, IT support, analytics, data storage, validation, security, fraud prevention, payment processing, legal services. These third parties will be able to access your personal data but are not permitted to share your personal data.
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Third parties if required to do so by law, in connection with any legal proceedings or in order to establish, exercise, or defend our legal rights, or if legally permitted.
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Other third parties with your explicit consent.
As outlined in our terms and conditions, in exceptional circumstances we may need to use your personal information to contact your gp or emergency contact. This will only be done when we have a duty of care or are required to do so by law.
Supervision
As part of clinical psychologists code(s) of practice, they are required to carry out continuing professional development, and to engage in regular on-going clinical supervision. This is to ensure an ethical and professional service to clients. The psychologist may discuss your case in supervision but would not use any identifying details. Supervision is conducted in accordance with the healthcare professionals code of conduct.
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We conduct the majority of our virtual sessions via Zoom. We will never record phone or zoom sessions without your consent. Zoom have their own privacy policy which we recommend reading: https://zoom.us/privacy.
Zoom Usage
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Therapy Notes
Our therapists may keep summary notes of their therapy sessions for their own records. They are responsible for ensuring that confidentiality is protected at all times and that the client is not identifiable from the notes. The notes must comply with the requirements of each therapist’s regulatory or accrediting body (https://www.bps.org.uk/news-and-policy/bps-code-ethics-and-conduct). This will also be verbally explained in your first therapy appointment with one of our therapists.
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Data Processors
As a data controller that processes personal data, we abide by regulations stated under data protection law, including but not limited to the data protection act 2018 and the eu general data protection regulation (gdpr). Dr Georgia Halls acts as our data protection officer and is responsible for issues relating to data protection. You can contact us about data protection issues by emailing info@willowpsych.co.uk
We use external third parties to process certain data. These include: client management software (https://www.dubsado.com/legal/privacy-policy) to book appointments and FreeAgent (https://www.freeagent.com/fieldguide/legal/privacy/) to process payments. Both have their own privacy policies.
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What are your data protection rights?
Willow psychology service ltd would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
● the right to access - you have the right to request willow psychology service ltd for copies of your personal data.
● the right to rectification - you have the right to request that willow psychology service ltd correct any information you believe is inaccurate. You also have the right to request willow psychology service ltd to complete information you believe is incomplete.
● the right to erasure – you have the right to request that willow psychology service ltd erase your personal data, under certain conditions.
● the right to restrict processing – you have the right to object to willow psychology service ltd processing your personal data, under certain conditions.
● the right to object to processing – you have the right to object to willow psychology service ltd’ processing of your personal data, under certain conditions.
● the right to portability – you have the right to request that willow psychology service ltd transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us on our email: info@willowpsych.co.uk
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Cookies
What are cookies?
Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology. For further information please visit: https://ico.org.uk/your-data-matters/online/cookies/
How do we use cookies?
Willow psychology service ltd uses cookies to help us understand how you use our website.
What type of cookies do we use?
There are a number of different types of cookies, however, our website uses:
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Functionality - we use these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
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Advertising - we use these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your ip address.
You can find information on here on the types of cookies we use: https://support.wix.com/en/article/cookies-and-your-wix-site
How to manage cookies
You can set your browser not to accept cookies, however, some of our website features may not function as a result.
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Privacy policies of other websites
The willow psychology service ltd website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
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Changes to our privacy policy
Willow psychology service ltd keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 23 April 2021.
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How to contact us
If you have any questions about willow psychology service ltd privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us –
Email: info@willowpsych.co.uk
Telephone: 0203 603 1046
Write to us: Willow Psychology Service, 3rd floor, 86-90 Paul street, London, EC2A 4NE
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How to contact the appropriate authority
Should you wish to report a complaint or if you feel that willow psychology service ltd has not addressed your concern in a satisfactory manner, you may contact the information commissioner’s office - https://ico.org.uk/