- Why we collect information
As a therapeutic service, we collect and store information so that we can:
- provide safe, effective, and high‑quality care
- understand your needs and plan your support
- communicate with you about appointments and updates
- meet our legal, safeguarding, and professional responsibilities
We are committed to handling your information with care, respect, and transparency.
- What information we collect
Depending on your involvement with our service, we may collect:
- your name, contact details, and emergency contact
- referral information and background history
- clinical notes from sessions
- reports, assessments, and outcome measures
- emails or messages you send to us
- appointment attendance and scheduling information
- information needed for safeguarding or risk management
- invoices or payment information (if relevant)
We only collect what is necessary for your care.
- How we store your information
We use secure, encrypted systems to store your information:
Clinical Records System
We keep your clinical notes, assessments, reports, and care plans in a secure digital clinical records system. This system is password‑protected, encrypted, and accessible only to authorised members of our clinical team.
Email System
We use email to communicate with you about:
- appointments
- service updates
- sharing documents (only when appropriate and secure)
Emails are stored securely within our encrypted email platform. We will never send sensitive clinical information by email unless we have agreed this with you and taken appropriate security steps (e.g., password‑protected documents).
Appointments & Scheduling System
Your name, contact details, and appointment history are stored in our secure scheduling system. This allows us to manage bookings, cancellations, reminders, and therapist availability.
Other Systems We Use
Depending on your involvement, we may also use:
- secure document‑sharing systems for reports
- secure messaging systems (if agreed)
- invoicing or payment systems (for private clients)
All systems are GDPR‑compliant and meet UK data‑security standards.
- Who can access your information
Only the following people may access your information:
- your therapist
- senior clinical staff involved in oversight, safeguarding, or supervision
- administrative staff (limited to essential information such as contact details and appointments)
All staff and associates follow strict confidentiality and data‑protection policies.
- Clinical supervision
To ensure safe and effective practice, therapists receive clinical supervision. Supervisors may discuss aspects of your care, but:
- your identity is protected wherever possible
- supervision notes are private working notes and not part of your clinical record
- supervision notes are not shared and are not disclosable under a Subject Access Request
This process is required by professional bodies and helps us provide high‑quality care.
- When we may share information
We will only share information when:
- you give clear consent, or
- we are legally required to, or
- there is a safeguarding concern (risk of harm to you or someone else), or
- another professional involved in your care needs information and you have agreed to this
We will always try to discuss this with you unless it is unsafe or unlawful to do so.
- How long we keep your information
We keep clinical records for the period required by law and professional guidance. For most clients, this is 7 years after the end of involvement. For children, records are kept until their 25th birthday (or 26th if they were 17 at the end of involvement).
After this time, records are securely destroyed.
- Your rights under UK GDPR
You have the right to:
- request access to your personal data
- ask us to correct inaccurate information
- request that we limit how your data is used
- request deletion of data (in some circumstances)
- ask how your data is being used
Some rights have exceptions in clinical and safeguarding contexts, and we will explain these clearly if they apply.
- How to contact us about your information
If you have questions about how we use your data, or if you want to make a request under GDPR, you can contact:
Data Protection Lead Aspire Psychological Services, Dr Nikki Hill, 01325 466511
We will respond within the timeframes required by UK GDPR.
- Our commitment to you
We take your privacy seriously. We will always:
- treat your information with respect
- keep your data secure
- be transparent about how it is used
- only collect what is necessary for your care
- act in line with UK GDPR, the Data Protection Act 2018, and professional standards
Your trust matters to us, and we are committed to protecting your information.