Privacy Policy & Terms of Service

Last Updated: January 2025

This document outlines our commitment to protecting your privacy and maintaining the highest professional standards in psychological therapy services.

Privacy Policy & Data Protection

Information We Collect

As a professional psychological therapy practice, we collect and process personal information necessary for providing clinical services:

Clinical Information

• Personal details (name, contact information, date of birth)
• Medical history and current health status
• Mental health assessment information
• Treatment records and progress notes
• Appointment scheduling and attendance records

Contact Information

• Email address and phone number
• Preferred contact methods and times
• Emergency contact information

How We Use Your Information

Your personal information is used solely for legitimate clinical purposes:

• Providing psychological therapy and clinical assessment
• Maintaining clinical records as required by professional guidelines
• Scheduling and managing appointments
• Communicating about treatment plans and progress
• Professional supervision and quality assurance (anonymized)
• Insurance claims processing (with your consent)

Data Storage and Security

We implement robust security measures to protect your personal information:

• Encrypted digital storage systems
• Secure physical filing systems for paper records
• Access controls limiting who can view your information
• Regular security audits and updates
• Professional indemnity and data protection insurance

Terms of Service

Professional Therapy Services

Essfour Psychological Services provides evidence-based psychological therapy including CBT, EMDR, and Behavioural Couples Therapy. Our services are delivered by qualified practitioners with 14+ years of NHS experience.

Appointment Policy

Scheduling

• Appointments are scheduled by mutual agreement
• Sessions typically last 50 minutes
• Both face-to-face and online sessions available
• Free 15-minute initial consultation offered

Cancellation Policy

• 24-hour notice required for cancellations
• Late cancellations may incur charges
• Emergency situations considered on case-by-case basis

Payment Terms

• Payment due at time of service unless alternative arrangements made
• Payment methods: Cash, card, bank transfer
• Insurance billing available where applicable
• Payment plans may be available on request

Professional Boundaries

We maintain clear professional boundaries in accordance with BABCP ethical guidelines:

• Therapeutic relationship focused solely on your well-being
• No dual relationships or conflicts of interest
• Professional supervision and ongoing development
• Clear treatment goals and regular progress review

GDPR Compliance

Your Rights Under GDPR

Under the General Data Protection Regulation, you have the following rights:

Right of Access

You can request copies of your personal data and clinical records.

Right to Rectification

You can request correction of inaccurate or incomplete information.

Right to Erasure

You can request deletion of your data, subject to legal and professional obligations to retain clinical records.

Right to Restrict Processing

You can request limitation of how we use your data.

Right to Data Portability

You can request transfer of your data to another provider.

Right to Object

You can object to certain uses of your data.

Legal Basis for Processing

We process your personal data under the following legal bases:

• Legitimate Interest: Providing professional psychological therapy services
• Vital Interests: Protecting your health and well-being
• Legal Obligation: Meeting professional record-keeping requirements
• Consent: For marketing communications or additional services

Data Retention

We retain personal data in accordance with professional guidelines:

• Adult therapy records: 7 years from last contact
• Child therapy records: Until age 25 or 7 years, whichever is longer
• Appointment records: 2 years
• Financial records: 7 years

Therapeutic Confidentiality

Confidentiality Standards

We maintain the highest standards of therapeutic confidentiality:

• All therapeutic communications are confidential
• Information shared only with your explicit consent
• Professional supervision uses anonymized information only
• Secure communication methods for all client contact

Exceptions to Confidentiality

Confidentiality may be breached only in specific circumstances:

• Risk of serious harm to yourself or others
• Court orders or legal requirements
• Child protection concerns
• Professional misconduct investigations

Third-Party Information Sharing

We will only share information with third parties with your written consent:

• GP or other healthcare providers
• Insurance companies (for claims)
• Family members (if requested)
• Other professionals involved in your care

Professional Standards

Regulatory Compliance

Our practice adheres to the highest professional standards:

• Member of British Association for Behavioural & Cognitive Psychotherapies (BABCP)
• 14+ years NHS clinical experience
• Ongoing professional development and supervision
• Professional indemnity insurance
• DBS checked and regularly renewed

Evidence-Based Practice

All treatments follow established clinical guidelines:

• NICE guidelines for psychological interventions
• WHO-approved treatment protocols (EMDR)
• Research-based therapeutic approaches
• Regular outcome monitoring and evaluation

Complaints Procedure

If you have concerns about our service:

• Speak directly with your therapist
• Contact our practice manager
• Make a formal complaint via our complaints procedure
• Contact BABCP if professional conduct concerns

Safeguarding

We have robust safeguarding policies for:

• Child protection
• Vulnerable adult protection
• Risk assessment and management
• Crisis intervention procedures