Protecting your personal information
Last updated in November 2020
We at Gwynedd Therapy, whose place of business is Unit 3, Port Dinorwic Marina, Y Felinheli, Gwynedd, LL56 4JN, United Kingdom, know that you care how information about you is used and shared; and we appreciate your trust in us to do that carefully and sensibly.
Information we collect
The main pieces of information we collect are:
Mobile phone number
Surgery name and postal address
When we collect information
There are a few occasions when we might collect information from you. These include when:
You first call or email us to make an enquiry about our service; or to make an appointment to meet us
You contact us through the website via the contact form or chat function
You give us this information face-to-face if we meet on any occasion
You attend your first session and sign our Working Agreement
We will not collect this information from you at any other time.
How we collect information
We collect information in the following ways:
When you give us your information directly
When you submit your information through the website
When you complete a webform on the website, as part of the process, Wix.com collects the personal information given such as your name, phone number and email address. Your personal information will be used for the specific reasons stated above only. We access your data through Wix.com, which is password protected and only accessed by Gwynedd Therapy practitioners.
How we protect information
We are experienced counsellors / psychotherapists, fully trained in the importance of maintaining confidentiality. We go to great lengths to keep all your information safe. We invest in the appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. We make sure we manage it in accordance with our legal responsibilities under applicable data protection laws.
However, no internet-based platform, including email, is 100% secure, so we cannot be held responsible for unauthorised or unintended access that is beyond our control. When we communicate via email, there is always the possibility that email platforms can be hacked; or email transmission may not be encrypted when corresponding back and forth. We remain mindful of this and ensure that we do everything in our capability to protect your personal information.
How we use and process information
After we have received your information, there are a few ways in which we might use it to ensure we give you the best possible service. They include:
To help us to identify you when you contact us
To contact you to make, confirm, cancel or reschedule appointments
To respond to any queries or complaints that you raise
If we have a legal obligation to use or disclose information about you for instance, where we are ordered by a court or regulatory authority
For any other purpose to which you agree
Information safety and access
We want you to know that we will never sell or pass on your personal information to third parties for their own purposes.
As all therapists are required to keep appropriate records of their client work, your therapist may keep some brief notes of your sessions. The notes are fully anonymised and do not contain any of the information we collect from you, as detailed above. Anonymised notes are kept in a locked cabinet or on a password protected secure computer in accordance with data protection laws.
Each therapist keeps their own notes and they are never shared with anyone, even other therapists within the practice.
Our professional insurance requires that all our records are kept for 7 years after which time they will be destroyed.
How we communicate
We will only ever communicate with you via email or text message, outside of our face to face sessions.
Visiting third party websites
Like most websites, we use ‘cookies’ to help us improve how we create, and how you use, our site. Cookies mean that a website will remember you and can obtain an overall view of visitor habits and volumes to our website. They can make interacting with a website faster and easier.
Cookies are small text files stored on your computer by websites that you visit. They are used by most websites in order to make them work efficiently, to make controls respond properly and to provide information to owners of web sites, or third parties. The cookies stored by our site cannot be used to identify you personally.
When visiting this website, Wix.com uses third party services (Google Analytics) to collect standard internet log information and details of visitor behaviour patterns. This is done to track business needs, such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. Wix.com automatically collects certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device.
We want to make sure you’re in control of how we use and keep your information.
You have the right to:
be told how your personal information will be used;
request a copy of the information we hold about you;
update or amend the information we hold about you if it is wrong;
change your communication preferences at any time;
ask us to remove your personal information from our records (see ‘How We Retain Your Information’ above);
request an electronic copy of your personal information be sent to you, or another organisation;
raise a concern or complaint about the way in which your information is being used.
Port Dinorwic Marina
Or you can find out more on the Information Commissioner’s Office website at https://ico.org.uk/for-the-public/