Privacy Policy GDPR

PRIVACY POLICY
1 ABOUT THIS PRIVACY POLICY

1.1 Grey Matters psychotherapy is a name for the private psychotherapy and counselling practice of Deborah Fields

1.2 This privacy policy (the “Privacy Policy”) explains our policy regarding any personal data that you might supply to us (or that might be collected from you) when you visit our Website or use certain services offered via the Website (“Information”). The Information shall be used in accordance with the permissions granted by you and in accordance with GDPR.

1.3 This Privacy Policy is intended to assist you in making informed decisions when using our Website. Please take a minute to read and understand it and please note that it should be read in conjunction with our General Terms and our Cookie Policy, referred to below.

1.4 Please note this Privacy Policy only applies to the use of Information collected via our Website or during your communications with us. It does not apply to your communications with any other third party.

2 DATA CONTROLLER

2.1 Deborah Fields is the data controller (“Data Controller”) for the purposes of the Act and can be contacted at:

Our principal place of business is at Chay house, Elm Grove, lancing, BN15 8PD

(a) By post, to above;

(b) Using our website contact form

(c) By telephone, on the contact number published on our website

(d) By email, using deborah.fields@gmail.com

3 OUR COMMITMENT TO PROTECTING YOUR PRIVACY

3.1 Grey Matters is committed to protecting your privacy. The pages  on the Website do not collect any Information, except the contact form that you fill in. Sometimes we need Information to provide the services to our clients. This document is designed to give you a clear explanation of our data processing policies. Please see below for further information. If you have any questions or concerns relating to our use of your Information and/or data protection, please contact the Data Controller at our registered office address above.

3.2 By using the Website you consent to Grey Matters collecting and use of your Information as described in this Privacy Policy. If we change this Privacy Policy we will post an updated version of this Privacy Policy on the Website to keep you aware of what Information is collected, how it is used and under what circumstances we may disclose it.

4 INFORMATION COLLECTED

4.1 You may send us or we may ask you for the following Information:

Your full name;
Your address and postcode; and
Your contact information (such as your email address, telephone number and mobile telephone number).
When you book an appointment, we will ask you to fill out a contract and information form which will include

Your full name
Your contact details (such as your email address, telephone number and mobile telephone number, VSee)
Date of Birth
GP details and some basic history of current and past issues
4.2 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

4.3 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

4.4 In addition to the specific purposes for which we may process your personal data, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation, supervisory obligation etc to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4.5 Please do not supply any other person’s personal data to us, unless we prompt you to do so.

5 HOW YOUR INFORMATION IS USED

5.1 Grey Matters may use your Information in the following ways:

To provide services that you have requested;

To contact you to answer any queries you may have and or change appointments.

5.2 Grey Matters may in limited circumstances, disclose your Information to the following third parties:

If Grey Matters is under a duty to disclose or share your Information to comply with any legal obligation or in order to enforce or apply Grey Matter’s terms and conditions and other agreements or protect the rights, property, or safety of our customers, or others.

6 COOKIES

6.1 Cookies are not used

7 MARKETING USE

7.1 Grey Matters currently does no marketing or promotions, should that change, you will be given an opportunity to opt out

8 LINKS TO OTHER WEBSITES

None

9 PROVIDING YOUR PERSONAL DATA TO OTHERS:

9.1 We may disclose your personal data to professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional and or supervisory advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

9.3 Financial transactions relating to our  services are handled by cash or bank transfer, however we also sometimes use  Paypal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/en/webapps/mpp/ua/privacy-full.

9.5 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

10 OUR RETENTION OF YOUR INFORMATION

10.1 We take all reasonable steps to retain your personal Information only for as long as reasonably necessary. If you no longer want us to store your Information you may request for it to be removed from our records, please see below for details of how to request removal. Please note that such removal may prevent us from supplying certain services to you.

10.2 We will retain your personal data as follows:

Personal data category or categories will be retained for an unlimited period while patients use our services on an ongoing basis.

11 CORRECTING, UPDATING AND REMOVING YOUR INFORMATION

11.1 You have the right to ask us to provide a copy of the Information we hold about you and to have Information removed or any inaccurate Information about you corrected.

11.2 If you would like your Information to be removed from our records or if your Information requires amending, then we will endeavour to correct, update or remove your Information as swiftly as possible. You can request removal by sending an email to deborah.fields@gmail.com

11.3 Please note that while we will endeavour to make the updates as promptly as possible, communications may be sent using the original details until the changes have been processed.

12 YOUR RIGHTS:

12.1 We have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

12.2 Your principal rights under data protection law are:

(a) The right to access;

(b) The right to rectification;

(c) The right to erasure;

(d) The right to restrict processing;

(e) The right to object to processing;

(f) The right to data portability;

(g) The right to complain to a supervisory authority; and

(h) The right to withdraw consent.

12.3 You have the right to confirmation of whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. As long as the rights and freedoms of others are not affected, we will supply you a copy of your personal data. You can ask for your personal data by email us to deborah.fields@gmail.com

12.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

12.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include:

The personal data is no longer necessary to store in relation to the purposes for which they were collected or otherwise processed.
You withdraw consent to consent-based processing.
You object to the processing under certain rules of applicable data protection law.
The processing is for direct marketing purposes and the personal data has been unlawfully processed.
Please be aware there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

12.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

12.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

12.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

12.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

12.10 To the extent that the legal basis for our processing of your personal data is:

(a) consent; or

(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

12.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

12.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

12.13 You may exercise any of your rights in relation to your personal data by written notice to us OR by email us to deborah.fields@gmail.com, in addition to the other methods specified at the top of our Privacy Policy

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