What is meant by the term ‘your personal data’?

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 General Data Protection Regulation (the “GDPR”), and any subsequent amendments, governs the processing of personal data.

 

Who is Proximal Psychology & Consultancy Services?

Proximal Psychology & Consultancy Service (PPCS) Ltd is the data controller (contact details below).  This means that PPCS decides what personal data is required to be collected, why it is required to be collected and how it is processed.

 

What personal data do we use?

PPCS may hold details about children and young people such as:

• Address and parent/carer names and addresses

• Any contacts that PPCS has had with you, parent/carers and involved professionals such as appointments, school observations, multi-agency meetings etc.

• Relevant reports about the child’s health and development

• Details about the child’s assessments, interventions and provisions

• Relevant information from other professionals, services or those who care for the child (e.g., nursery, school, college, social care, youth justice services etc.)

• Relevant information from your local authority in relation to advices

PPCS collects and holds data for the sole purpose of providing psychology and consultancy services to our clients and will ensure that information is kept confidential. We can disclose personal information if:

• It is required by law

• The parent/carer with parental responsibility consent – either implicitly for the sake of the child’s care or explicitly for other purposes

• It is justified in the public interest

 

What do PPCS do with your data?

PPCS 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 use your personal data for the following purposes:

• To enable us to administer our psychology and consultancy services for all our clients

• To contact the child/young person, parent/carers and relevant professionals to discuss the assessment and intervention options available to the child or young person

• To administer payment procedures and records

• To manage and coordinate our associates

• To administer our associates records

• To maintain our own accounts and records

We may share your information with, and obtain information about you from, your medical practitioner or specialist.

 

What is the legal basis for processing the child’s/young person’s personal data?

Processing is necessary in order for us to offer and supply our services to our clients, from when we offer clients relevant appointments to the completion of any agreed assessment/intervention;

Processing is necessary for carrying out our obligations under employment, social security or social protection law.

Processing relates to personal data, which is very obviously made public by you.

 

Sharing the child/young person’s personal data

Your personal data will be treated as strictly confidential. If you book an appointment with one of our Psychologists, Consultants or Associates, we will pass the child/young person’s details to the professional contracted to PPCS to whom they are referred (or to whom they requested to see) and, where relevant, any medical practitioner that the client and PPCS Psychologist, Consultant or Associate have agreed to consult with only for purposes connected with PPCS.

We will not share your data with any other third parties.

 

How long do PPCS keep the child/young person’s personal data?

We keep data as required by our statutory obligations and as follows:

• Booking / medical records / contractual information – 7 full calendar years after last client appointment/contract entered into (unless it is information that is manifestly made public by the data subject). For clients that are under 16 years old at the time of their first appointment, this period extends to 100 years after their last appointment

• Recruitment – unsuccessful candidates: 6 months post campaign

 

Client’s rights and personal data

Unless subject to an exemption under the GDPR, the client has the following rights with respect to their personal data:

• The right to request a copy of any personal data, which PPCS holds about the child/young person

• The right to request that PPCS corrects any personal data if it is found to be inaccurate or out of date

• The right to request any personal data is erased where it is no longer necessary for PPCS to retain such data

• The right to withdraw consent to the processing at any time

• The right to request that the data controller provide you with your personal data

• 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.

 

Further processing

If we wish to use any personal data for a new purpose, not covered by this Data Privacy Policy, then we will provide the client with a new policy/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 prior consent to the new processing.

 

Contact details

If you have any questions or require further information, please contact:

Dr Jason Collins

Proximal Psychology & Consultancy Service (PPCS) Ltd

Woodgate House, 2-8 Games Road, Cockfosters EN4 9HN

Email: [email protected]  

You can contact the Information Commissioners Office on 0303 123 1113