Website Privacy Policy

Introduction

Welcome to the Leamington Psychology privacy policy. Leamington Psychology takes the privacy rights of all its clients seriously and adopts a high standard of compliance and confidentiality when dealing with your data. Leamington Psychology wants you to understand that this is a safe place for you to discuss your feelings and concerns and Leamington Psychology operates in a highly confidential environment. This privacy policy sets out the details of how data is collected and processed through the use of our website.

1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to give you information on how Leamington Psychology collects and processes your personal data through your use of this website and the use of our services and treatments.

Our website is mainly intended for adults. Where we provide services to children or young people, information about them is usually provided by a parent or legal guardian. A screening pack for a young person aged 16 or 17 must be requested through our website by their parent or legal guardian.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal or sensitive data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Controller

Leamington Psychology is the data controller and is responsible for your personal data (referred to as "we", "us" or "our" in this privacy notice).

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated in October 2026.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data includes information about how you use our website, products and services.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Sensitive Data includes information about your health, including information about your existing and previous medical conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you.

We require your explicit consent for processing sensitive data, so when you submit your details, we will ask you to confirm your consent to this processing via the consent tick boxes on our registration forms.

Generally, we do not collect any other Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. However, it may be necessary to collect certain additional types of special category data about you during our assessment and/or therapy sessions. If so, we will ask you to confirm your consent to this processing via a consent tick box (either on our registration form or sent via email).

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or goods). In this case, we may have to cancel a service or product you have with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms before or during an appointment, verbally during discussions at our practice, or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply for our services or any of our products;
  • subscribe to our service or publications; or
  • give us feedback or contact us.
• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. With your consent, we collect this personal data using analytics cookies (see Cookies and analytics below).
• Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from analytics providers
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services
  • Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the UK

Our website forms

When you send us a message through our contact form or request a screening pack, we collect the details you enter: your name and email address and, if you choose to provide them, your phone number, preferred assessment format and message. For a screening pack requested for a young person aged 16 or 17, we also collect the parent or guardian's name and their confirmation that they are the young person's parent or legal guardian.

We use this information only to respond to your enquiry and, if you decide to go ahead, to provide our services. Please don't include detailed health information in these forms; we will ask for anything we need once we are in touch.

Our website is hosted by Netlify, Inc., which receives and stores form submissions on our behalf as a data processor and forwards them to us by email. Netlify is based in the United States (see International transfers below). We delete submissions from Netlify within 30 days of receiving them, once any details we need have been transferred to our own secure records.

Cookies and analytics

Cookies are small text files placed on your device when you visit a website. We use:

• A record of your cookie choice. We store whether you accepted or rejected analytics cookies on your device, so we don't ask you on every visit. This doesn't identify you.
• Analytics cookies (optional). With your consent, we use Google Analytics, provided by Google LLC, to understand how visitors use our website, for example which pages are visited and for how long. Google Analytics sets cookies named _ga and _ga_ followed by an ID, which last for up to two years. We use this information in aggregate to improve our website and do not use it to identify you. Google may process this data in the United States.

We only set analytics cookies if you choose "Accept analytics cookies". You can change your choice at any time using "Cookie Settings" at the bottom of every page; if you withdraw your consent, we remove our analytics cookies from your device. You can also block or delete cookies using your browser settings.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• 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 obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent when collecting sensitive data (such as health information) via email or text message.

Marketing

We do not use your personal data to send you marketing information. We also do not share any of your personal data with any third parties for marketing purposes.

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 get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

5. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table 'Purposes for which we will use your personal data' above.

• Service providers, acting as processors who provide IT and system administration services, including website hosting and forms (Netlify) and, if you accept analytics cookies, website analytics (Google).
• Professional advisers, acting as processors or joint controllers, including healthcare professionals (including associates and other psychologist clinicians who we may refer your case to), lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, who require reporting of processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal and sensitive data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal and sensitive data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Please note that any transfer of sensitive data is carried out under strict security obligations on our third party service providers.

6. International transfers

We may transfer your data outside the UK.

Some of our service providers, including Netlify (website hosting and forms) and Google (website analytics, only if you accept analytics cookies), are based outside the UK, so their processing of your personal data may involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries, or organisations, that the UK government has deemed to provide an adequate level of protection for personal data, including US organisations certified under the UK Extension to the EU-US Data Privacy Framework.
• Where we use certain service providers, we may use specific contracts approved for use in the UK, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

7. 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 employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

All information recorded on paper will be securely stored in a locked filing cabinet. Confidential digital information will be stored in a secure cloud service offering high levels of security. Confidential information containing sensitive data or information will be sent by the psychologist via the internet will be encrypted and/or password protected (password sent separately by text). Letters sent to professionals such as GPs, by surface mail, will be clearly marked Confidential. All electronic devices (e.g. computer, laptop and phone) used to access stored information will themselves be password protected.

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.

8. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

Consultation notes and questionnaires will be held for varying lengths of time depending on the content and then carefully disposed of. Some records may be held indefinitely, e.g. if there were any issues that could lead to police investigation in the future. Your records will be kept for 7 years after the conclusion of our contract, in line with the British Psychological Society guidance.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will 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.

9. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in specific scenarios.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

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 could refuse to comply with your request in these circumstances.

What we may need from you

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.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could 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.