Rutland House Counselling & Psychotherapy Ltd (RHCP) is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. RHCP Ltd acts as a Data Controller and is registered with the Information Commissioners Office (ICO) registration number ZA082888
Gaining your Consent
When you contact RHCP Ltd we will request your consent to store your personal information and inform you how your information will be used and how long we will store your information, and in instances when it might be necessary to share this with other services and organisations.
What Information do we record?
The information we request from you may include personal or sensitive information, such as:
- First Name or Given Name
- Family Name or surname
- Telephone Numbers
- Date of Birth
- GP Contact Details
Sensitive Personal Information
- Gender, Ethnicity and Marital status
- Religious or other Cultural Beliefs
- Physical and Mental health conditions
- Offences (including alleged offences)
- Financial information, including bank account details
How We Use Your Information
This privacy notice tells you what to expect when Rutland House Counselling & Psychotherapy Ltd (RHCP) collects personal information. It applies to information we collect about:
- Visitors to our websites, and social media platforms
- People who subscribe to our newsletters
- People who use our services including those who access private therapy, training or products
- Businesses who use our services
- Job applicants, current and former employees
- Associate Independent Practitioners
- Trainee Placement Therapists
Visitors to Our Websites
When someone visits our websites:
We use a third-party service, google analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of our sites. This information is processed in a way that does not identify anyone. We do not make any attempt to find out the identities of those visiting our websites. If we do want to collect personally identifiable information through our websites, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
If you wish to change your cookie settings then you may do so through most browser settings. To find out more abut cookies, including how to see what cookies have been set and how to manage and delete them visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
We use a third-party service, WordPress.com, to publish our blog. We use a standard WordPress service to collect anonymous information about users activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see https://wordpress.com/
People who contact us on Social Media
RHCP uses a range of social media platforms including Facebook, Twitter, Instagram and LinkedIn. If you send us a private direct message this will be stored for a maximum of 3 months if storage is required otherwise it will be deleted immediately. Messages will not be shared with any other organisation.
People Who Email Us
RHCP uses Microsoft 365 to supply our email service, and Heart Internet Ltd to host our website including the online enquiry forms on our website. Both companies are required to be complaint in protecting your data.
We also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People Who Subscribe to Our Newsletters
We use a third-party provider, mail-chimp, to deliver our service newsletters. We gather statistics around email opening and clicks using industry standard technologies. For more information please see the mailchimp privacy notice.
People Who Use RHCP Ltd Services
The personal information we collect about those who use our services is used to provide the services requested and to operate our business efficiently. We use it for billing, identification, authentication, service improvement, research, and for contacting you when necessary.
If you engage in therapeutic services within our low-cost service we will hold your contact details, and personal information which we take as part of the clinical assessment required to provide that service to you. This information is held securely, and we use the practice management software to process and store this information.
If you engage in therapeutic services in our full-cost service, you may be seen by an Associate Independent Practitioner (AIP). RHCP Ltd will only store your contact information and your agreement to access the service, however any clinical documentation will be stored by the AIP. All AIPs are contractually bound to ensure their handling of personal data is in line with requirements of General Data Protection Regulations (GDPR).
If you access our training or workshops, we will hold your information for the purposes of contacting you and for billing.
We recognise that the information you provide to us maybe sensitive and we will respect your confidentiality. We keep Information about you confidential. This means we store it securely and control who has access to it. We will not share any information where we are not legally or ethically required to do so (please see Information sharing below for further details.)
We may disclose personal information when we believe it violates our Terms of Service, when it is required to assist with a lawful investigation or comply with the law, if we believe disclosure is necessary to protect our rights, or if some or all of the assets and operations of our business are or may be transferred to another party.
From time to time third party service providers who assist us with our activities, such as website hosts, IT back-up service providers, and other IT or payment service providers, may also have access to personal information held by us and may use this information on our behalf.
We will not sell, rent or share your personal information with third parties in other ways without your consent unless we are entitled by law to do so.
Access and Correction
You can request access to personal information we hold about you. We will provide this except in the limited circumstances in which we are permitted not to.
You may request that we correct personal information we hold about you that is inaccurate or out-of-date. If you request that we delete your personal information, we will take all reasonable steps to do so unless we need to keep it for legal purposes or for other exemptions to the right to erasure in GDPR Article 17(3).
Changes to this Policy
Questions or Complaints
You can contact us at firstname.lastname@example.org
If you have a complaint about how your personal information has been handled, please let us know us immediately. We take your privacy seriously and we will respond to your complaint as soon as we can.