We are committed to ensuring that your information is secure and put measures into place to ensure that your data is stored and, where appropriate, shared securely. 

We will continue to meet our Article 28 GDPR obligations and will always cooperate with supervisory authorities.  

Contact details 

Name: Emma Pinner

E-mail: emma@phoenixtherapynorfolk.net 

The type of personal information we collect 

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details, reason for referral, conditions)
• Details of parent / guardian / carer / next of kin

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

• To enquire about services, or contact us directly for any other reason
• On documentation such as consent/GDPR
• During sessions, or outside of sessions in contact with us (i.e. in person, via telephone or via email)

We use the information that you have given us in order for:

• Accurate and effective note-keeping 
• Contacting you in the case of, for example, cancelling or re-arranging appointments
• Sending and processing invoices of payment
• Sending agreed documentation i.e. reports and letters

We may share this information with other professionals at your request/with your consent, or where there is a valid concern for an individual’s safety. 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Emma using any of the details listed earlier in this document. If you are a child (under 18 years of age), consent may need to be agreed with both yourself your parent/guardian. 

(b) We have a contractual obligation.

(c) We have a legal obligation.

How we store your personal information 

Your information is securely stored. 

We keep personal information and electronic notes while cases remain active, and then for up to five years after discharge. We will then dispose your information by destroying physical paperwork and deleting and erasing electronic data.

Anonymised information is stored within a closed artificial intelligence (AI) program for administrative purposes within report and document writing. 

Clinical data relating to a child (information regarding assessment and treatment) is required to be kept until that child reaches the age of 25. 

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at emma@phoenixtherapynorfolk.net if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at emma@phoenixtherapynorfolk.net. 

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113              ICO website: https://www.ico.org.uk