Sometimes we ask you to give us information about yourself and your family so we can make sure you receive the appropriate service. This policy explains what happens to this information.
Information We Collect And Record
While using our site some of the information we may request from you may be personal or sensitive. This personally identifiable information may include, but is not limited to, your name, email address, postal address and phone number (Personal Information). This personally sensitive information may include, but is not limited to, gender, ethnicity, marital status and physical or mental health condition/medication.
When you contact Clarity of Mind we will tell you how your information will be used and that it may be necessary to share this information with other services or organisations. If you do not want us to share this information, you should tell us. However there may be times were we may still need to share it, for example:
- if we are required to do so by any law or court
- as part of our duty to protect a child, a vulnerable adult, yourself or the public
- for the prevention and detection of a crime
- if we are required to do so by any court or law
What Information We Record
What We Use It For
Some of the information you provide us with we may use for other reasons, such as to:
- maintain records
- respond to any inquiries you make
- account for our decisions and investigate complaints
- meet our statutory obligations, for example visits by our own regulators (BACP)
- identify and protect those at risk of harm
- ensure the accuracy of our records
- protect you and other people
When you provide us with consent you will sign a consent form or contract. Even if you sign the consent form, you still have the right to withdraw your consent. You should inform us in writing.
Concerns And Corrections
If you think that information we hold about you is incorrect or out of date, or if you have concerns about how we are handling your personal information, please contact us and we will try to resolve those concerns.
If you wish to have your personal information deleted, please let us know and we will take reasonable steps to delete it (unless we need to keep it for legal, auditing or internal risk management reasons).
If we become aware of any ongoing concerns or problems concerning our privacy practices, we will take these issues seriously and work to address them.
Information And Security
We know that the information you provide may be sensitive and we will respect your confidentiality. Information we keep about you is confidential. This means we store it securely and control who has access to it. We will not share any information where we are not legally required to do so.
We will only share such information as necessary, and where we are satisfied that the other organisation is entitled to receive it and will keep your information secure.
We are also known as the data controller. We are responsible for collecting and processing your personal information. Processing includes the organisation, retrieval, consultation, use and deletion or destruction of information and its disclosure to other agencies.
The information you provide will be processed mainly in connection with the administration of our services. If you have difficulty understanding this information or want to ask more questions, please contact us.
Information Officer, firstname.lastname@example.org
The Data Protection Act gives legal rights to individuals in respect of personal data held about them.
Purpose Of The Act
The Data Protection Act 1998 is designed to cover the collecting, storing, processing and distribution of personal data. It gives rights to individuals about whom information is recorded. This applies to all individuals whether they are an employee, elected member or a member of the public. Each individual has the right to access personal data, prevent processing likely to cause damage or distress and prevent processing for the purposes of direct marketing. The Act places obligations on those who record and use personal data. They must be open about the use of such personal data through notification to the Information Commissioner and they must follow sound and proper practices by applying the Data Protection Principles.
The Government has published its Data Protection Bill to replace this Act. The European General Data Protection Regulations (GDPR) will come into force in May 2018.
Accessing Your Personal Information (SAR)
What Is A Subject Access Request
Under the Data Protection Act 1998 an individual has the right to request all personal data that a Data Controller (Clarity of Mind) holds about them by making a subject access request. The Data Protection Act gives Data Controllers 40 calendar days to complete a subject access request. This time starts from the day Clarity of Mind receives a clear request and enough identification to be sure that the request is from the data subject. Once this information has been received the Information Officer will contact you to acknowledge that the 40 day period has started. You can make a request to access your personal information by contacting us to request a the form. Before you do please take the time to read the information provided on this page.
Information You Need To provide
Clarity of Mind does not have to start working on a subject access request until you have provided enough information for us to find the personal data.
A Clear, Specific Request
For example, a request for ‘all of the personal data held on me’ is not specific enough for us to find your personal data.
Clarity of Mind takes great care to ensure that personal data is only disclosed to those who are authorised to access it. For this reason you will need to provide a form of ID to request your personal information.
Charging for Requests
Clarity of Mind charges £10 to process each subject access request.
We will only share your information when we feel it is appropriate and where it is permitted by law. We promise to adhere to the Data Protection Act 1998 and we will take reasonable steps to protect your confidentiality and only hold your information for as long as it is necessary. If you do not want us to use your information, you have the right to withhold your consent from it being shared. This may mean we will not be able to provide you with the services you may require or need.
Privacy and Cookies
What Are ‘Cookies’
Cookies are small text files that are stored by your browser (for example, Internet Explorer or Safari) on your computer or mobile phone if you agree. They let websites store things like user preferences. Cookies allow your browser to ‘remember’ a website, so that it can recognise you when you come back and respond appropriately.
- Functionality Cookies
These are used to recognise you when you return to our website, so you do not have to give us the same information several times during one task.
Measuring how many people are using online services. This helps us to improve the site for future use and make sure that it’s meeting the needs of the people using it. Analytics cookies store information about what pages people visit, how long they are on the site, how they got there and what they click on. Analytics cookies do not collect or store users’ personal information (for example, names or addresses), so this information cannot be used to identify individuals.
How Do I Turn Cookies Off
All modern browsers allow you to change your cookie settings. You can usually find these settings in the ‘options’ or ‘preferences’ menu of your browser. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. To understand these settings, use the ‘Help’ option in your browser.
We might change the way our cookies work in the future. Please check this web page regularly for information on those changes.
This page was last updated on 8 May 2018.