Privacy & Cookie Policy

My Mind and Me respects your confidentiality. Our privacy policy provides you with an understanding of how we collect and protect your personal data in line with GDPR guidelines.

This policy answers the following questions: 

  • Why do we collect personal information? 

  • How do we collect and use personal information? 

  • What personal information do we collect?

  • What cookies do we collect and how do we use them? 

  • How do we store personal information? 

  • How is your personal information protected? 

  • How do we use personal information?  

  • Why would you disclosure information to third parties? 

  • Can I access my personal information? 

  • Additional rights 

 
Why we collect personal information? 
During your initial psychological assessment and ongoing sessions, we (Psychologists) collect sensitive information that is important for your ongoing treatment. The collection of this data is in line with our provision for safe and professional best practice as psychologists and as a service. Such data includes specific information regarding your psychological difficulties. You do not have to agree to share information with us, however, in many cases we may not be able to offer you a service if you do not. 
 
How do we collect and use of personal information? 
You may be asked to share personal information any time you are in contact with My Mind and Me. This information will be used to offer you the best treatment for you, and to comply with legal requirements. My Mind and Me will not share your personal information with 3rd parties, unless there is a legal requirement to do so or it is in your best interest. However, this will always be discussed with you in advance.
 
What personal information do we collect? 
During your initial contact with My Mind and Me, we collect demographic information. This includes information like your name, email address and telephone number. We will also ask you some more sensitive information about the difficulties you are seeking support for. If you are being referred by a third party such as your GP, Psychiatrist or your medical insurer, they might provide us with information like this on your behalf. When you start to receive a therapeutic service from My Mind and Me, the information you share during sessions will be recorded in session notes. All of this information will be kept together in your personal records. 
 
​What cookies do we collect and how do we use them?
Some cookies are collected by My Mind and Me, that are necessary to make the website functional e.g., page navigation. Statistical information provide us with feedback regarding the use of the website, though all of this data is collected and reported on anonymously. 

How do we store personal information? 
Your information is stored in paper and digital files. Administrative and technical measures are kept in place to ensure the safety and security of your personal information at all times. For example, files are kept in: 

  • Locked filing cabinets with keys stored offsite when not in use  

  • Microsoft Exchange level secure mailbox 

  • All smart phones and computers are password protected with string passwords and 2 factor authentication 

  • Clients are referred to a random numerical code on documents

We are legally required to hold certain information about you for a set period of time. Personal records are kept for 7 years after the end of treatment. My Mind and Me makes every effort to keep your personal information accurate, complete, and up to date. If any of your information changes please let us know so that we can update our records. 

How is your personal information protected? 
No one apart from the psychologist treating you will be able to access your personal records at any time. When information about you is sent to a third party it is sent in a password protected document or via an encrypted email. Any information stored digitally is stored in an encrypted format. 
 

How do we use your personal information? 
We use the information you provide us to: 

  • Respond to your enquiries 

  • Communicate with you about appointments 

  • Offer you high quality therapeutic interventions and treatment 

  • Comply with the law and ethical guidelines published by the BPS and HCPC 

  • To create invoices 

  • To keep accurate payment / accounting records 

 
Why would you disclose information to third parties? 
My Mind and Me will only disclose your personal information to 3rd parties when: 

  • There is a legal requirement  

  • You have given consent for the information to be shared, for example when we have agreed that a report or referral letter needs to be sent to another health professional as part of your treatment 

  • There are concerns about someone's safety or well-being 

  • We have supervision with qualified supervisors, which is a professional practice requirement to maintain standards. However we do not disclose identifiable information in this instance. 

  • We need to arrange for the funding and/or payment of services received, for example, with medical health insurance companies or the secure Health Code invoicing system. 


Can I access my personal information? 
You are entitled to access the information stored about you at any time. If you would like access please make the request in writing to your psychologist. We will endeavour to respond within 30 days. You may be asked to supply evidence of your identity in order for your request to be granted. 

Additional Rights 
You may also have the right to: 

  • To be informed of what information My Mind and Me collect and hold about you and how it is processed 

  • To rectify any inaccurate or incomplete personal information 

  • To restrict the processing of your personal data under certain circumstances 

  • To object to the processing we carry out if the processing is carried out on a legal basis other than that outlined in this policy 

  • To request your personal information be erased under certain circumstances or when our processing no longer has a lawful basis (we would discuss whether this right can over-ride the requirement to retain data). 

  • If you believe you have any of these additional rights or you wish to exercise them, please let us know. 

 
If you have any questions or concerns about this Privacy Policy or how we process your information or if you would like to make a complaint about a possible data breach please contact us in writing at: 

Email Address: info@mymindandme.org

 

Please include the words "Privacy Issue" in the subject line. 
 
We take data security extremely seriously and all such communications are examined and replies issued where appropriate as soon as possible. If you are unsatisfied with the reply you receive, you may refer your complaint to the Information Commissioner’s Office (ico.org.uk).

This Privacy & Cookie Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • means a unique account created for You to access our Service or parts of our Service.

  • means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.

  • means the software program provided by the Company downloaded by You on any electronic device, named The Creative Duck

  • (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to My Mind & Me.

  • are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

  • refers to: United Kingdom

  • means any device that can access the Service such as a computer, a cellphone or a digital tablet.

Personal Data is any information that relates to an identified or identifiable individual.

  • refers to the Application or the Website or both.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analysing how the Service is used.

Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

  • refers to The Creative Duck, accessible from https://www.mymindandme.org/

  • means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data
Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address

First name and last name

Phone number

Address, County, Post code, City

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Information from Third-Party Social Media Services

The Company allows You to create an account and log in to use the Service through the following Third-party Social Media Services:

  • Google

  • Facebook

  • Twitter

If You decide to register through or otherwise grant us access to a Third-Party Social Media Service, We may collect Personal data that is already associated with Your Third-Party Social Media Service's account, such as Your name, Your email address, Your activities or Your contact list associated with that account.

You may also have the option of sharing additional information with the Company through Your Third-Party Social Media Service's account. If You choose to provide such information and Personal Data, during registration or otherwise, You are giving the Company permission to use, share, and store it in a manner consistent with this Privacy Policy.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.

  • Flash Cookies. Certain features of our Service may use local stored objects (or Flash Cookies) to collect and store information about Your preferences or Your activity on our Service. Flash Cookies are not managed by the same browser settings as those used for Browser Cookies. For more information on how You can delete Flash Cookies, please read "Where can I change the settings for disabling, or deleting local shared objects?" available at https://helpx.adobe.com/flash-player/kb/disable-local-shared-objects-flash.html#main_Where_can_I_change_the_settings_for_disabling__or_deleting_local_shared_objects_

  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. You can learn more about cookies here: All About Cookies by TermsFeed.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

Type: Session Cookies

Administered by: Us

Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Cookies Policy / Notice Acceptance Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

Functionality Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

Tracking and Performance Cookies

Type: Persistent Cookies

Administered by: Third-Parties

Purpose: These Cookies are used to track information about traffic to the Website and how users use the Website. The information gathered via these Cookies may directly or indirectly identify you as an individual visitor. This is because the information collected is typically linked to a pseudonymous identifier associated with the device you use to access the Website. We may also use these Cookies to test new pages, features or new functionality of the Website to see how our users react to them.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.

To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

To manage Your requests: To attend and manage Your requests to Us.

For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, for payment processing, to contact You.

  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.

  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.

  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.

  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. If You interact with other users or register through a Third-Party Social Media Service, Your contacts on the Third-Party Social Media Service may see Your name, profile, pictures and description of Your activity. Similarly, other users will be able to view descriptions of Your activity, communicate with You and view Your profile.

  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation

  • Protect and defend the rights or property of the Company

  • Prevent or investigate possible wrongdoing in connection with the Service

  • Protect the personal safety of Users of the Service or the public

  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Detailed Information on the Processing of Your Personal Data

The Service Providers We use may have access to Your Personal Data. These third-party vendors collect, store, use, process and transfer information about Your activity on Our Service in accordance with their Privacy Policies.

Analytics

We may use third-party Service providers to monitor and analyse the use of our Service.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.

You may opt-out of certain Google Analytics features through your mobile device settings, such as your device advertising settings or by following the instructions provided by Google in their Privacy Policy: https://policies.google.com/privacy

For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy

Facebook Pixel

Their Privacy Policy can be viewed at https://www.facebook.com/business/m/privacy-and-data

Email Marketing

We may use Your Personal Data to contact You with newsletters, marketing or promotional materials and other information that may be of interest to You. You may opt-out of receiving any, or all, of these communications from Us by following the unsubscribe link or instructions provided in any email We send or by contacting Us.

We may use Email Marketing Service Providers to manage and send emails to You.

Their Privacy Policy can be viewed at https://support.wix.com/en/article/general-data-protection-regulation-gdpr


This policy takes effect from the 17th of May 2022. However, we may occasionally make changes to it and when we do we will post the update on the My Mind and Me website.