Privacy Policy

My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below:
- If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information.
- If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract. 

The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case ctherapy/counselling) and necessary for a contract with a health professional (in this case, a contract between me and you). 

Information I may collect:

I currently collect and process the following information:

▪ Contact details: Name, email address and postal address. So that I may contact to arrange sessions and send information to you.

▪ Emergency contact details: First name and contact number. Only in the case of emergency if I was concerned about your wellbeing and you had given consent.

▪ GP contact details where given consent to do so: In the situation where you haveeither instructed me to do so or in the case of urgent concern for your safety or others.

▪ Health information relevant to the work and to safeguard you during the session.

▪ Any minors or vulnerable adults who you live with you, to fulfil legal and ethical safeguarding purposes

How I use your information:

Your personal information enables me to provide a therapeutic service to you to support your well-being. I will not share this information unless there is the following:

▪ There is a risk of harm to yourself or risk to others.

▪ Safeguarding: If there is a suspicion of abuse or neglect of a child or a vulnerable adult.

▪ Serious crime: If you disclose information about acts of terrorism, drug trafficking or money laundering.

▪ Legal obligation: If I am ordered to do so by a court, or legally compelled by the police.

Additional reasons for disclosure:

▪ At your request, if you ask me to write a letter to your GP or employer. This will only be done when I have received written instruction stating permission from you.

▪ I have clinical supervision where I will discuss my casework with a clinical

supervisor. Please note these discussions are completely confidential and all

personal identifiers will not be shared.

General Data Protection Regulation (GDPR)

Under GDPR, the lawful bases we rely on for process of this information are:

a) Your consent. You are able to remove your consent at any time. You can do this by contacting acorntooaktherapy@yahoo.com

b) I have a contractual obligation

c) I have a legal obligation

d) I have a vital interest

e) I have a legitimate interest

Your data protection rights:

Under data protection law, you have rights including:

▪ Your right of access - You have the right to ask us for copies of your personal

information.

▪ Your right to rectification - You have the right to ask us to rectify personal

information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

▪ Your right to erasure - You have the right to ask us to erase your personal

information in certain circumstances.

▪ Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

▪ Your right to object to processing - You have the the right to object to the

processing of your personal information in certain circumstances.

▪ Your right to data portability - You have the right to ask that we transfer the

personal information you gave us to another organisation, or to you, in certain circumstances.

▪ You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Storage of your information:

All information is stored either electronically, password protected or information held in paper form will be held in a locked cabinet.

In accordance with my professional insurance provider, I will hold this information for five years following the conclusion of our work. At the end of this time period the information will be disposed of through deletion or shredding.

How to Complain

If you have any concerns about my use of your personal information,you can make a data protection complaint to me at:

Email: acorntooaktherapy@yahoo.com

Telephone: 07707 949573

If you remain unhappy with how I have used your data after raising a complaint with me, you can also complain to the ICO.

Address for ICO:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

•Brief session notes.
Regarding online therapy, I use the platform Zoom, which is securely encrypted. Zoom has the facility to record sessions which I will not use. Chat transcripts and therapeutic email exchanges will be destroyed either after the session or after therapy has finished and which will be agreed by both of us. 

Where I store your personal data

Personal data that I collect from you via any form of contact by email or phone will be kept securely either on a computer that is password protected, or if handwritten, in a locked filing cabinet.

Your contact details, and brief session notes are stored on a computer and password protected, or if handwritten, in a locked filing cabinet.

The brief session notes are anonymised, using your initials and number only and are password protected, or if handwritten, kept in a locked filing cabinet.

I take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. 

Uses made of the information

I use your contact details to allow me to provide you with information of the service that you request from me, to allow you to tell me about changes in your availability and to notify you about changes to my availability and any other relevant administrative changes.

I use the brief session notes to carry out my obligation arising from the agreement entered into between you and me (separate to this policy).

As part of my commitment to providing a professional service, I attend supervision regularly. This is bound by a confidentiality contract (separate to this policy) and to protect your identity I only use the initial of your first name. 

How long I keep your information/notes for

Text communication is deleted once a month, unless there is relevant information contained in a text message, which I will keep securely. Emails are deleted once a month, unless they contain relevant information, which I will keep security. After therapy has finished, your phone
number will be deleted from my phone, and your email will be deleted from my computer.

I will retain your brief sessions notes for as long as we are working together. After therapy has finished, I will retain these documents for a further five years in case you decide to return to therapy with me, and which is also a requirement of my indemnity insurance, and then after which the documents will be destroyed. 

Third party recipients of personal data 

I occasionally share personal data with carefully selected third parties, for example, where i have contracted with a supplier to carry out specific tasks.  I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them.  

I ensure that they do not use your information in any way other than the task for which they have been contracted. 

In the event of a data breach

I have a legal obligation to report a data breach to you and the Information’s Commissioners Office (ICO) within 72 hours.  If you want to make a formal complaint about the way I have
processed your personal information, you can contact the ICO. https://ico.org.uk 

Disclosure of your personal information

Everything you discuss with me is confidential. See agreement separate to
this policy for detail of exceptions. 

Changes to the Agreement

I will notify you of changes I may make to this privacy policy in the future.
Consent to the Agreement

Your use and undertaking of the services of Hayley Moll (Acorn to Oak therapy) constitutes your approval and acceptance of this agreement, and are consenting to my use, and storage of your personal information, you have disclosed to me, as detailed above. You have the right to withdraw your
consent at any time. 

Visitors to my website 

When someone visits my website, I ollect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow Go Daddy to make, any attempt to find out the identities of those visiting my website. use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website. 

I use  so that I can continually improve my service to you, Please see their 

website for detail of their privacy policy. I use Go Daddy as the content management system for our website. No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me. 

Cookies 

Like most websites we use cookies to help the site work more efficiently. This Website may place and access certain Cookies on your computer. Acorn to Oak Hayley Moll uses Cookies to improve your experience of using the Website and to improve our range of services. Acorn to Therapy, Hayley Moll,  has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times. 

All Cookies used by this Website are used in accordance with current UK and EU Cookie Law. 

Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling  Acorn to Oak Hayley Moll to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended. 

Type of Cookie 

Strictly necessary cookies - These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services. 

Functionality cookies - These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences  (for example, your choice of language or region). 

You can find a list of Cookies that we use in the Cookies Schedule. 

You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser. 

You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings. 

It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings. 

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.