Privacy Policy
This is the privacy policy of The Lotus Psychology Practice Ltd. In this document “we”, “our”, or “us” refer to The Lotus Psychology Practice Ltd.
It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not.
We act in compliance with the General Data Protection Regulation (GDPR) at all times to ensure that your personal information is protected and that you are clear understanding as to how and why we use your personal data. Our privacy policy has been compiled so as to comply with the laws of the legal jurisdictions in the UK and the European Union.
The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org
1. Contact details
Should you have any questions or would like to exercise your privacy rights, this is how to get in touch: Dr Morvwen Duncan, Clinical Psychologist is the data controller for The Lotus Psychology Practice Ltd which is registered with the Information Commissioners Office: the company registration number is ZB302575.
Email: drmorvwenduncan@thelotuspsychologypractice.co.uk
2. Information we process
When you become our client, a contract is formed between you and us. The service we provide to you as a client necessarily entails you providing us with personal information. Additionally, we may aggregate this information to provide class information, for example to monitor the performance of services we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We will only collect information from you that is relevant to the matter that we are dealing with. In particular we may collect the following information from you which is defined as “personal data”:
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Personal details including "special category" data such as physical/mental health details, racial/ethnic origin, religious beliefs, criminal convictions, sexual orientation, gender.
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Medical details/records.
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Financial, education and employment details.
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Family and lifestyle details.
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Court documents
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Test forms and results
Sometimes, we must process your information in order to comply with a statutory obligation. For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order. This may include your personal information.
3. Basis for processing your information
The basis on which we process your personal data is one or more of the following:
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It is necessary for the performance of our contract with you.
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It is necessary for us to comply with a legal obligation, for example, we may be required to give information to legal authorities,
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It is in our legitimate interests to do so
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You have given us your consent (this can we withdrawn at any time by advising our data protection officer
We use your data in the provision of our services, to maintain accounts and records and support associates within the practice.
4. Information sharing
Where sharing your information we give careful consideration to:
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Whether we could achieve the same objective by other means
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Whether processing (or not processing) might cause you or others harm
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Whether you would expect us to process your data, and whether it would be considered reasonable to do so.
Sometimes, we must process your information in order to comply with a statutory obligation. For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order. This may include your personal information.
Sharing of your information will typically be limited to other people who will assist with your matter. This may include:
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Associates and employees of The Lotus Psychology Practice Ltd.
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Lawyers/ Courts and tribunals if relevant to expert witness services
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Healthcare/educational professionals, social and welfare organisations
We may also disclose your information to debt collection agencies if you do not pay our bills.
5. Retaining your Information
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us: to provide you with the services you have requested; to comply with other law, including for the period demanded by our tax authorities; to support a claim or defence in court. We will normally keep your information throughout the period of time that we do work for you and thereafter for a period of 6 years as in guidelines.
6. Securing your Information
We ensure that all the information that you provide to us is kept secure using appropriate technical and organisational measurements and in accordance with GDPR requirements. In the event of a personal data breach we have in place procedures to ensure that the effects of such a breach are minimised and shall liaise with the ICO and with you as appropriate.
7. Accessing you Information
Your GDPR rights will depend upon the service you are accessing. You may review or update or request that we remove personally identifiable information that we hold about you. To access this you need to provide a request, in writing, to our data protection officer, together with proof of your identity. After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you. When we receive any request to access, edit or delete personally identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
For some services, our basis for processing is for a ‘legal obligation’, for example, where experts must comply with strict guidelines effecting their duty to the Court. This may reduce your rights over the data. Please see here for further information;
To access this you need to provide a request, in writing, to our data protection officer, together with proof of your identity.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website.
If you are unhappy about how we are using your information or how we have responded to your request then initially you should contact the data protection officer, Dr Morvwen Duncan email: drmorvwenduncan@thelotuspsychologypractice.co.uk
If your complaint remains unresolved then you can contact the Information Commissioner’s Office, details are available at ico.org.uk