Last updated October 2018

Dr Cat St Clair is a Sole Trader offering Clinical Psychology Services. I specialise in assessment and treatment of psychological difficulties for children and adolescents, including parent/family work where appropriate. I also offer clinical supervision and corporate talks. 

This policy describes the information that I collect when you use my services. This information includes personal information as defined in the General Data Protection Regulation (GDPR) 2016 and the subsequent UK Data Protection Bill 2018. The policy also describes how I process and store your information when you use my services, if you contact me, or when I contact you. 

I use the information I collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2016. I am the data controller for Dr Cat St Clair (cat@catstclair.com) and I am registered with the Information Commissioner’s Office (ICO). My Registration Number is PZ3395535. 

1.  What are your rights?

  • I am committed to protecting your rights to privacy. They include: 
  • The right to be informed about what I do with your personal data
  • The right to have a copy of all the personal information I process about you
  • The right to rectification of any inaccurate data I process, and to add to the information I hold about you if it is incomplete
  • The right to be forgotten and your personal data destroyed
  • The right to restrict the processing of your personal data
  • The right to object to the processing I carry out based on my legitimate interests 
2.  Why do I collect any information about you?

  • I may collect information about you and your child because you are a patient or client of mine and you have given your consent for me to do so.
  • I process the data because it is in my legitimate interests as a Clinical Psychologist to do so. I need to read and analyse documents containing this information in order to provide advice, to carry out an assessment or to deliver psychological intervention.
  • As a client or patient of Dr Cat St Clair, my lawful reason for processing “special category data” is that it is necessary for the purposes of the provision of health or social care or treatment. 
3.  What information do I collect about you?

I collect information about you and your child that may include personal or sensitive information, such as:

  • First name or given name
  • Family name or surname
  • Address
  • Telephone numbers
  • Date of birth
  • Gender (or preferred identity).
  • Family members
  • Occupation.
  • Telephone numbers
  • Email address
To make sure that you are assessed and/or treated safely and to the highest possible standard, I will record your personal information, as well as all contacts you have with me such as appointments and the results of assessments and letters relating to your care. I will collect information relating to you/your child’s mental health, your personal and family history, and current circumstances. I will take notes of any sessions to plan your assessment and treatment. Your notes are taken from your home straight to my office space, where they are then securely stored. 

4.  How do I use the information that I collect?

I will use the data I collect from you in the following ways:

  • To communicate with you. I will primarily use email, text messages, and phone calls to do this. 
  •   I will refer to your information and notes throughout our work together, to ensure I provide a relevant and responsive service.
  • To create your invoice. All invoices will be sent to you by email, either within the email message or as a PDF if requested. If your insurer is invoiced for my work this will be done using their password protected online system.
  • I will never use your information for marketing purposes.
5.  Where do I keep the information?

All information will be stored securely in line with GDPR and ICO guidance. I will keep your information in the ways described below. 

  • Electronically - I use a personal computer that is located at my office space. The computer is password protected.
  • On my mobile phone - Your number will be stored on my mobile phone whilst you are receiving a service. No sensitive information will be sent by text messages and I suggest you do not send any sensitive information to me by text message.
  • As a paper copy - I take hand written notes during your sessions. These notes are used to plan your assessment and treatment, and to record the progress of our work.  These notes are kept in a locked filing cabinet.   The score sheets and results of any questionnaires you complete over the course of our work together will also be kept with these paper notes.
6.  How long is information stored for?

I will keep the personal information you provide for as long as it is reasonable and necessary for the purpose of processing (ICO regulations) and in line with my own professional guidelines.  For clients under the age of 18, notes are kept until their 26th birthday, or until seven years after our final contact – whichever comes later – after which I will delete electronic records and destroy paper records by shredding. You – or your child - can also request that your/their notes and records are destroyed sooner if you wish.

7.  How can I see all the information you have about me?

You can make a Subject Access Request (SAR) by contacting me, as Data Protection Officer.  If you wish to have your information corrected, you must provide me with the correct data and I will confirm the data changes as soon as they have been made. Please be aware that as a parent, if your child is aged 13 or over you will only be able to see data about your child if they have given their consent.

8.  Complaints or queries.

I aim to meet the highest standards when collecting and using personal information. I encourage you to let me know if you have any concerns about the way I collect or use information, so I can investigate and make any necessary changes or improvements. If you wish to escalate a concern, you have the right to raise your complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/concerns/.