1. Information Controller
WellBe Link is registered as a data controller with the Information Commissioner's Office (ICO) under registration number CSN9091101. We adhere to the UK's data protection legislation, including the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
2. Initial Contact
When you engage with WellBe Link, whether to book courses or therapy appointments, we collect and process brief information to facilitate your request. This includes your name and contact details for booking purposes. Additionally, we may collect your email address and phone number to communicate appointment times and updates related to your service. We may also request your home address to send course materials if applicable.
3. During Therapy
Your email address or phone number may be used to provide written confirmation of appointment times, subject to your consent. We ensure that your contact information is used only for appointment-related communications unless otherwise agreed. At your initial appointment, you will be asked to complete a personal details form containing your name, address, date of birth, contact information, and GP contact details. Rest assured that your GP will only be contacted if necessary for safeguarding purposes and with your consent. Our confidentiality policy ensures that everything discussed in sessions remains confidential.
4. Data Security
Your data is securely managed and protected. We store forms in a locked filing cabinet accessible only to your counsellor. From March 22, 2023, we will transition from a paper-based system to an online management system trusted by the NHS and GDPR-compliant. For more information on this system's security, visit link.
5. After Therapy Ends
We retain therapy notes for seven years after therapy concludes, in compliance with industry guidelines. These notes are stored securely and do not contain personal details that can identify you. Your personal details form is confidentially destroyed upon ending your therapy sessions. Please note that we retain your name, date of birth, and client reference number for seven years after therapy ends, enabling us to identify your therapy notes if needed.
6. Third-Party Recipients
Limited personal data is shared with third parties to provide services and meet legal obligations. For instance, our accountant may access invoices, and when booking appointments, your name may be provided at the location of your appointment. WellBe Link may engage other suppliers to assist in our organizational aims, with data used only for contracted tasks and never shared for sales, marketing, or research purposes.
7. Website Visitors
8. Your Rights
Under GDPR guidelines, you have the right to request access to your stored personal information, request corrections, deletion, or restrict processing under certain circumstances. You also have the right to object to processing in specific situations. Learn more at ico.org.uk/your-data-matters. To exercise your rights, email firstname.lastname@example.org.
If you have questions or concerns regarding this policy or the handling of your personal information, please contact us at email@example.com.
If you wish to file a complaint about data processing, contact the ICO, the statutory body overseeing data protection law in the UK, at ico.org.uk/make-a-complaint.
11. Changes to Privacy Notice
This privacy notice may be updated periodically, so please check for updates occasionally. We will inform you of any material changes to our privacy practices.
Last Updated: 31/10/23