Safe Base Psychology Privacy Policy
Hello there!
Thank you for checking out our privacy policy. At Safe Base Psychology we take our client’s privacy seriously. We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services. We want you to understand that this is a safe place for you to discuss your feelings and concerns, and that we operate in a highly confidential environment. This policy sets out how data is collected and processed through the use of our website and when you use our services.
We encourage you to read this policy alongside any other privacy notices we might provide, so you're fully in the loop about how and why we use your information.
Who’s in charge of your data?
The controller of your data is Lucy Wheen and we can be contacted on:
Email address: lucy@safebasepsychology.co.uk
Telephone number: 07303068172
Not happy with something?
Let’s chat and try to fix it. You've also got the right to talk to the Information Commissioner's Office (ICO) at (www.ico.gov.org.uk), but we hope to resolve any issues directly.
What type of data do we collect about you?
‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:
Identity details such as first and last name, username or similar identifier, marital status and title, date of birth and gender.
Contact details such as your billing address and delivery address, email address and telephone number.
Technical information such as your IP address (internet protocol), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.
Financial information such as your bank account and payment card details.
Information about transactions like details about payments to and from you, and other details of products and services you have purchased from us.
Usage information about how you use our website, products and services.
Marketing information such as your preferences on receiving marketing from both us and third-parties, along with your communication preferences.
Special Category Data: Includes information about your health, including information about your existing and previous medical health conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you. We do not actively collect any other Special Category Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, genetic and biometric data or any criminal convictions and offences). However, if you share this information with us during use of our services we would record this within clinical notes.
Consents for Health Data: We require your specific consent to process Special Category Data so, when you submit your details, we will ask you to confirm your consent to this processing.
How do we collect your personal data?
We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:
When you fill in any new client onboarding forms;
When you complete any forms before or during an appointment;
Spoken discussions we have online, on the telephone or in person;
Correspondence with us via post, phone, email or otherwise;
When you give us feedback or contact us.
Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.
This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed here.
We may also receive data from third-parties such as:
Technical information from Analytics providers such as Google.
Advertising networks such as Linkedin, Facebook and Instagram.
Search information provided by sites such as Google.
Publicly available sources, such as Companies House and the Electoral Register.
What happens if you don’t provide us with the required data?
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or goods). In this case, we may have to cancel a service or product you have with us but we will notify you if this is the case at the time.
What are the purposes for which we use your personal data?
The purposes for which we will be using your data include:
To register you as a new client.
To provide our services and to process and deliver any orders, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.
To manage our relationship with you e.g., to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.
To administer and protect our practice and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.
To use data analytics to improve our website, products/services, marketing, client relationships and experiences.
To make suggestions and recommendations to you about goods or services that may be of interest to you.
We rely on one or more of the following lawful conditions to process your data as outlined above:
To fulfil our contract with you;
For our legitimate interests; or
To comply with legal obligations.
In some scenarios, we’ll ask for your consent, especially for collecting sensitive data. We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. If you’d like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please feel free to contact us.
Do we use Cookies?
Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser. Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.
Our website is built on the google platform and uses cookies as set out in the google cookie policy. Please refer to Google’s Cookie Policy here to learn more: https://policies.google.com/technologies/cookies and our cookie policy at https://sites.google.com/safebasepsychology.co.uk/safebasepsychology/cookie-policy.
AI Usage
Artificial Intelligence (AI): AI refers to the use of computer systems, software, or applications that are designed to perform tasks that would normally require human intelligence. This includes, but is not limited to, capabilities such as learning, reasoning, problem-solving, perception, language understanding, and interaction.
We may use AI tools to assist with the provision of our services, including data analysis, note taking, and drafting documents. Any AI tools we employ are used in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).
When using AI tools, we ensure:
Personal data is processed lawfully, fairly, and transparently.
Data minimisation principles are upheld, meaning we only provide AI tools with the information strictly necessary for the intended purpose.
Robust security measures are in place to protect your personal data during any processing involving AI tools.
When using AI tools, we ensure that personal data is retained only for as long as necessary to fulfil the purposes outlined in our policy, after which it is securely deleted or anonymised.
We have listed below the specific AI tools we are using within our business, the purpose, the types of data we are collecting and our legal basis for this processing.
