Privacy policy
Thank you for visiting our website at www.catcallender.com. This page has information about the privacy policy for this website. We understand how important your privacy is. We take care to maintain your confidentiality in accordance with the current data protection laws (GDPR, 2018) and the ethical guidelines of UKCP and BACP. These guidelines have been set up to protect your confidential material and ensure that we, your therapist always conduct ourselves with professionalism and integrity.
To provide you with the best service possible, we hold your personal contact details and records of your therapy sessions. Please find below important information about how this information will be held and used.
1. Introduction
We are committed to safeguarding your privacy.
This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of your personal data.
We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
In this policy, “we”, “us” and “our” refer to Cat Callender.
2. Contact Details
Our full details are:
Name: Cat Callender
Email address: cat@catcallender.com
Phone number: 07968 065530
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint, so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at cat@catcallender.com
3. What Personal Data we Collect About you
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process certain types of personal data about you as follows:
Identity Data may include your first name, maiden name, last name, marital status, title, date of birth and gender.
Contact Data may include your address, email address and telephone numbers.
Marketing and Communications Data may include your preferences in receiving marketing communications from us and your communication preferences.
Sensitive Data
We need to collect the following sensitive data about you to provide you with sessions that are safe, to check for medical contra-indications, to enable us to provide sessions that are tailored to your health requirements and for insurance purposes:
Current State of Health which will include any medical condition for which you are undergoing diagnosis or help through a medical professional such as a GP or Consultant.
Medical / Health History which will include any historical medical conditions that you have sought help for through a medical professional. This also includes details of historical operations, accidents and injuries.
Medication that has been prescribed by a health professional such as a GP or consultant. This does not include food supplements.
We require your explicit consent for processing sensitive data, so when you submit your details during your first appointment, you will be required to sign and date the Client Form.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (to deliver services to you). If you don’t provide us with the requested data, we have the right to refuse to provide you with these services but if we do, we will notify you at the time.
4. How we Gather your Personal Data
Information that you provide by emailing us via our website www.catcallender.com; BACP Find a Therapist, UCKP, Counselling Directory, Psychology Today directories or by phone or text to request further information about my psychotherapy.
If you contact us by email cat@catcallender.com or mobile 07968 065530.
The paper assessment form used in the face-to-face interview, typed up on our computer system.
Brief tracking notes of the therapy in our notebook.
Brief content notes typed up on our computer system
When we meet online using the communications software ZOOM, we confirm we will not use the facility to record sessions.
We may receive personal data about you from various third parties (with your prior approval), i.e. Health-related information from your medical professional(s).
5. Wbere we Store your Personal Data
Personal data that we collect from you via any form of contact by email or phone will be kept securely and is password protected.
The handwritten assessment notes are typed-up and password protected on our computer system. The original hard copy is shredded and destroyed.
Any brief content notes are anonymised and password protected on our computer system.
All notebooks with tracking notes are secured within a lock-up cabinet, are anonymised and are kept separate from the assessment form with your contact details on.
We take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
6. How we Use your Personal Data
We will only use your personal data when legally permitted. The most common uses of your personal data are:
Where we need to perform the contract between us (i.e. to ascertain sufficient information to provide you with safe sessions within the limitations of your past or present health or medical conditions. To record the progress and outcome of the sessions.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at cat@catcallender.com
Purposes for Processing your Personal Data
Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.
We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us at cat@catcallender.com if you need details about the specific legal ground we are relying on to process your personal data.
Incapacity or Death
In the event of the above, your personal contact information will be disclosed to my two clinical executors of my Professional Will so that they can notify you. In the event of my death my executors will also destroy all contact information and notes on my computer.
Marketing Communications
You will receive marketing communications from us if you have:
requested information from us or have attended sessions with us; or
if you provided us with your details when you registered for a promotion and
in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third party for their marketing purposes.
Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at cat@catcallender.com
If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
7. Disclosure of your Personal Data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:
Your health professionals for the purposes of discussing your treatment parties (with your prior approval)
Professional Accountants who provide accountancy services.
Professional Insurers who provide insurance services.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
8. International Transfers
We are subject to the provision of the General Data Protection Regulations that protect your data personal data. Where we transfer your data to third parties outside the UK, we will do our best to ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:
We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data by; or
If we use US-based providers that are part of a UK regulator approved privacy framework, we may transfer data to them, as they have equivalent safeguards in place; or
Where we use certain service providers who are established outside of the UK, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
Please email us at cat@catcallender.com if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
9. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
10. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our clients (including Contact and Identity Data) for six years after they cease being clients for tax purposes. However, it is an obligation to our Insurers that we retain all personal data including Contact, Identity and Sensitive Data for a minimum of seven years from the date of the last session provided by us.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
11. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.
You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you wish to exercise any of the rights set out above, please email us at cat@catcallender.com
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
12. Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see: htttps://www.catcallender.com/cookies
Please note we may change this Privacy Notice from time to time.
Version 1.0 (2nd January 2024)