Privacy Policy

GDPR Compliance Statement

Wholeness Therapy Group is committed to protecting your personal data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We process personal data lawfully, fairly, and transparently, and only collect data that is necessary for the provision of therapy services.

Your rights under GDPR include the right to access your personal data, request corrections, request deletion, object to processing, and lodge a complaint with the Information Commissioner's Office (ICO).

1. Information We Collect

Personal Information

When you contact us or book therapy services, we may collect:

• Name and contact details (email, phone number, address)
• Date of birth and age
• Emergency contact information
• GP details (with your consent)

Therapeutic Information

During the provision of therapy services, we collect:

• Mental health history and presenting concerns
• Clinical notes from therapy sessions
• Assessment and outcome measure data
• Information relevant to your treatment plan
• For children/young people: parental consent and relevant family information

2. How We Use Your Information

Your personal information is used for the following purposes:

• Providing therapy services: To deliver effective, personalized therapeutic care
• Communication: To respond to inquiries, schedule appointments, and send appointment reminders
• Clinical record-keeping: To maintain accurate clinical records as required by professional guidelines
• Safety: To ensure your safety and the safety of others (in rare circumstances where there is risk of harm)
• Legal obligations: To comply with legal and regulatory requirements

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: You have given explicit consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for the performance of a contract to which you are a party
• Legal obligation: Processing is necessary for compliance with a legal obligation (e.g., safeguarding requirements)
• Vital interests: Processing is necessary to protect your vital interests or those of another person

4. Data Storage and Security

How We Protect Your Data

• All digital records are stored on encrypted, password-protected devices
• Clinical notes are kept in secure, locked filing cabinets when in paper form
• Access to your information is restricted to authorized personnel only
• We use secure, encrypted communication platforms for online sessions
• Regular backups are made to prevent data loss

Retention Period

Clinical records are retained for a minimum of 7 years after the end of therapy for adults, and until the client's 25th birthday (or 7 years after the end of therapy, whichever is later) for children and young people, in accordance with professional guidelines.

5. Sharing Your Information

Your personal information is confidential and will not be shared without your explicit consent, except in the following limited circumstances:

• Safeguarding concerns: If there is a risk of serious harm to you or others, we may need to share information with relevant authorities
• Legal requirements: If required by law or court order
• Professional supervision: Anonymized case information may be discussed in confidential clinical supervision
• With your GP: Only with your explicit written consent

6. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your data (subject to legal and professional obligations)
• Right to restrict processing: Request limitation on how we use your data
• Right to data portability: Request transfer of your data to another service provider
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw your consent at any time

To exercise any of these rights, please contact us at info@wholenesstherapygroup.co.uk or +44 7816 175655.

7. Cookies and Website Usage

This website does not use cookies or tracking technologies. We do not collect analytics or browsing data. The contact form uses Web3Forms, a third-party service, to process form submissions securely.

8. Children's Privacy

When providing therapy to children and young people under 16, we require parental/guardian consent for data processing. However, confidentiality with the young person is maintained wherever possible, balanced with safeguarding responsibilities.

9. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date.

10. Complaints

If you have concerns about how your personal data is being processed, please contact us first at info@wholenesstherapygroup.co.uk. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: https://ico.org.uk
Helpline: 0303 123 1113