Privacy Notice

Your privacy is important to Renewed Minds Talking Therapies (registered as Renewed Minds Limited) and you can be assured that any personal information you give will be kept securely. We adhere to current data protection legislation, including the UK General Data Protection Regulation, the amended Data Protection Act 2018 and the Privacy and Electric Communications (EC Directive) Regulations 2003.

This privacy notice explains how we will use your personal information, from the point of collecting it from you through to ending therapy, including the following:

  • • Our lawful basis for holding and using your personal information
  • • What information we collect, use and why we do so
  • • Where we get your personal information from
  • • Whether you must provide the information to us
  • • How long we store the information for
  • • Whether there may be other people who will receive your personal information
  • • Your data protection rights
  • • How to complain

We will be happy to discuss any concerns that you may have about this and you can contact us by phoning 07894 245382, emailing sarah@renewedminds.co.uk or writing to us c/o Morgans Yard, Suite CCA, Shepherds Road, Bartley, Southampton, Hampshire, SO40 2LH.

Renewed Minds Talking Therapies (Renewed Minds Limited) is registered with the Information Commissioner’s Office, registration reference ZB745218.

Our lawful basis for holding and using your personal information

The UK GDPR states that we must have a lawful basis for processing your personal information. There are different lawful bases of this, depending on the stage that we are using your personal information, which are detailed as follows:

  • If you are currently having therapy with us or are in contact with us to explore therapy, we will process your personal information that you give only for the purposes discussed and set out in our therapy agreement
  • If you have had therapy with us and it has ended, we will use legitimate interests as the lawful basis for holding and using your personal information
  • The UK GDPR makes sure that we look after any sensitive personal information that you may disclose to us; this type of information is called special category personal information. The lawful basis for us processing any special category personal information is that it is for the provision of health treatment – in this instance psychological therapy – which is necessary to establish a contract between you and a health professional – in this instance, a contract between you and us.
Where we get personal information from

Information is obtained directly from you.

What information we collect and use

Initial contact

When you contact us about psychological therapy, we will collect information that enables us to deal with your enquiry. This will usually include your full name, preferred name, pronouns, gender identity, date of birth, home address, contact numbers and emails. If you decide that you do not want to go ahead with therapy, we will ensure that all your information/data is deleted within 6 months. If you would like us to delete this information sooner, please let us know.

During therapy

Please be assured that during therapy, everything you discuss is confidential. There are situations where it is helpful to liaise with other professionals involved in your care, i.e., your GP. We will always speak to you about this first and gain your consent to do so, however if we have concerns about your safety or the safety of others around you, we have a duty of care to share this information with other professionals.

Additional information that may be collected to help understand your difficulties as therapy progresses may include:

  • • Information about your health conditions and medication
  • • Financial information (if you are using private medical insurance)
  • • Racial/ethnic origin
  • • Religious/philosophical beliefs
  • • Sexual orientation and sex life information
  • • Criminal offence data
  • • Safeguarding information
  • • Next of kin information, support networks and details of your GP

We will keep a record of your personal details and brief notes from therapy sessions to help therapy sessions run smoothly. Records are kept securely on password protected devices and backed up to a UK based secure cloud.

For security reasons, text messages and emails are not retained for more than one month. Any relevant information from these messages will be transferred to your personal notes, before messages are deleted.

To comply with professional standards, client cases are discussed in clinical supervision with an accredited therapist/s to maintain best practice and ensure that you receive therapy of the highest quality. In all cases, personal information is anonymised.

After therapy has ended

Once therapy has ended, your records will be retained for 7 years after our last contact. Your records will then be deleted from all devices and cloud storage. Please let us know if you would like your personal information deleted sooner.

Third party recipients of personal information

We do not knowingly share your personal information with any third parties, although there may be instances where we cannot exercise total control over this.

Data security

Your personal information is of paramount importance and we take the security of this seriously. Your contact details are stored on a passworded mobile phone which is used only for business purposes. A passworded computer is used to store information (which is backed-up in a cloud). Your personal record is password protected.

Your rights

You have a right to ask to see a copy of any information kept about you. You can also object to the use of your personal information in some circumstances. You have a right to ask us to delete your personal information, as well as limiting how we use it and to stop us processing it. You can read more about your rights here: ico.org.uk/your-data-matters

If we hold information about you, we will:

  • • Give you a description of it and where it came from
  • • Tell you why we are holding it and how long it will be stored for
  • • Tell you who we could disclose the information to
  • • Let you have a copy of the information at your request

You can ask us at any time to correct any mistakes that there may be in the personal information made about you.

To ask for any personal information we hold about you, you can put a request in writing, addressing this to sarah@renewedminds.co.uk

How to complain

Should you have any complaints about how your personal information has been handled, please let us know as we welcome suggestions for improving our data protection processes. You can speak to us directly about this or email sarah@renewedminds.co.uk

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO, which is the statutory body that oversees data protection law in the UK. For further information, please visit ico.org.uk/makeacomplaint or call their helpline on Tel: 0303 123 1113.

Additional information for visitors to our website

When someone visits our website, a third-party service (bluehost.com) is used to collect standard internet log information and details of visitor behaviour patterns. This is to find out about such things as the number of visitors to the site and the various parts of the site explored. This information does not allow people to be identified. We do not make and do not allow Bluehost to make attempts to find out the identity of those visiting our website.

We use legitimate interests as the lawful basis for holding and using your personal information in this way when you visit our website.

We use Harper Design Studio as the content manager for our website. Like most websites, we use cookies to help our site work more efficiently. Find out more about this site’s use of cookies at (https://automattic.com/cookies/)

No user-specific data is collected by us or a third party. If you fill in a form on this site, that data will be temporarily stored by the web host, before being sent to us.

Updated: 6th October 2024