Policy
Privacy Policy
This privacy policy explains how Ivy Light Therapy collects, uses and protects your personal information. We are committed to handling your information with care, professionalism and confidentiality, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Ivy Light Therapy is the data controller responsible for your personal data.
What information we collect
General enquiry form:
- Full name
- Email address
- Phone number
- Organisation (optional)
- Service required
- Preferred contact method
- Availability information
- Message content
Low cost counselling self-referral form:
- Personal details including name, address, age and date of birth
- Contact details
- Emergency contact details
- GP registration and practice information
- Disability, diagnosis and medication information
- Details of other professionals involved
- Therapy history
- Information relating to alcohol or drug use
- Self-harm or suicidal history where disclosed
- Details about current circumstances and support needs
- Eligibility information for low cost services
- Availability and engagement preferences
Therapy intake and contract forms:
- Personal and contact details
- GP and medical information
- Medication and support details
- Emergency contact information
- Agreement to therapy terms
Signposting pack request form:
- Personal contact details
- Organisation and role information
- Audience and reach information
- Postal address
- Consent to use organisation details where provided
How we use your information
- To respond to enquiries
- To assess suitability for therapy
- To manage appointments and communication
- To provide requested services and resources
- To meet professional, safeguarding and legal obligations
Lawful basis for processing
We process personal data under Article 6 UK GDPR where it is necessary for legitimate interests, including responding to enquiries and providing services, and where necessary for the performance of a contract.
Where sensitive personal data is provided (such as health or wellbeing information), this is processed under Article 9 UK GDPR where it is necessary for the provision of health-related services and with your explicit consent.
Special category data
Some forms collect sensitive information relating to mental health, risk and personal circumstances. This information is only used where necessary to assess suitability for therapy and provide appropriate support.
Online therapy sessions
Online therapy sessions are delivered using Google Meet. This is a third-party video platform and is subject to its own privacy policy.
Meeting links are shared securely with clients in advance of each session.
Ivy Light Therapy takes reasonable steps to ensure sessions are conducted securely, however you are responsible for choosing a private and suitable environment for your session.
Sessions are not recorded by Ivy Light Therapy unless explicitly agreed in advance.
CCTV
CCTV is in operation in the reception area for safety and security purposes.
- Used to protect clients, staff and property
- Accessed only where necessary
- Stored securely and retained for a limited period
How your data is stored
- Processed securely via website forms and email systems
- Stored on secure, password-protected systems
- Access is restricted
Sharing your information
Your information is kept confidential and will not be shared without your consent, except where required for safeguarding or legal obligations.
Data retention
Personal data is retained only for as long as necessary. Therapy-related records are retained in line with professional and legal requirements.
Your rights
- Access your personal data
- Request correction of inaccurate data
- Request deletion where appropriate
- Withdraw consent where applicable
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Cookies and security
- Basic cookies may be used for functionality
- Google reCAPTCHA is used to protect forms from spam and abuse and may collect information such as your IP address and user behaviour
- This service is provided by Google and is subject to their privacy policy and terms of service
- Appropriate security measures are in place
Contact
If you have any questions about this privacy policy, please contact Ivy Light Therapy using the details on this website.