Moving Minds Psychological Management and Rehabilitation Ltd. Privacy Notice


Data Controller
Moving Minds
Unit 8, Exhibition House
Addison Bridge Place, London
W14 8XP
admin@moving-minds.org

What is personal data?

Personal data is any information relating to an identifiable living person. This includes name, address, health information or unique identifiers.

What we do with your personal data

We process personal data only for the purpose for which they are collected. The purpose is dependent on whether you use only our website, or additionally, whether you use our services. If you engage with our services, via self-referral, referral to us by a third party, as a clinician/supplier or as a referrer, we collect your personal data. We use this personal data for the provision of the service or the performance of the contract. We may use your personal data for related purposes, including communications, but that will only occur in the case we have your consent or another legal justification for doing so.

From our Patients we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose Legal basis Retention period
Communications We have consent with the data subject 7 years after discharge
Provision of agreed services We have consent with the data subject 7 years after discharge
Contact Management We have consent with the data subject 7 years after discharge
Archiving We have consent with the data subject 7 years after discharge

From our Referrers we process and retain personal data for the following purposes and periods, with the applicable legal basis

Processing purpose Legal basis Retention period
Communications We have contract with the data subject See Note Below *
Provision of agreed services We have contract with the data subject See Note Below *
Contact Management We have contract with the data subject See Note Below *
Archiving We have contract with the data subject See Note Below *

From our Clinicians we process and retain personal data for the following purposes and periods, with the applicable legal basis.

Processing purpose Legal basis Retention period
Communications We have consent with the data subject See Note Below *
Provision of agreed services We have consent with the data subject See Note Below *
Contact Management We have consent with the data subject See Note Below *
Archiving We have consent with the data subject See Note Below *

* We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration

  • the requirements of our business and the services provided
  • any statutory or legal obligations;
  • the purposes for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

Definitions

Communications means email, telephone (including text messages) and marketing

Provision of agreed services means the services we are providing to you, relative to your role

Contact management means that we hold your contact details and communications between us on our database

Archiving means that we may archive data to a separate area for future needs, for example: reporting

What personal data do we collect?

The personal data we collect depends on whether you just visit our website or use our services too. If you visit our website, you do not need to provide us with any personal data. However, your browser transmits some anonymous data automatically, such as the date and time of retrieval of one of our web pages, your browser type and settings, your operating system, the last web page you visited, the data transmitted and the access status, and your IP address.

If you engage with our services, personal data is required to fulfil the requirements of a contractual or service relationship, which may exist between you and our organisation.

We collect:

Patient/Client Clinician/Supplier Referrer
Name Name Name
Telephone contact details Telephone contact details Telephone contact details
Email addresses Email addresses Email addresses
Location Information/Address Location Information/Address Location Information/Address
Confidential Correspondence Confidential Correspondence Confidential Correspondence
Voice Recordings Voice Recordings Voice Recordings
Gender Gender Gender
Date of Birth Date of Birth Company Financial Details
Job Title/Profession Job Title/Profession Job Title/Profession
Language Language
Employment Status Digital Images eg photographs of consulting premises
GP Details DBS Checks
Parent, Guardian, Nominee or next of kin details Photographs together with Identifiers eg passport or driving license
Clinical Data Banking Details
Professional Indemnity details

Who might we share your personal data with?

If you are a patient/client, we may need to share your personal data with your representatives, funders or companies arranging services on your behalf. We will also share your personal data with clinicians or suppliers who help us provide services to you. To maintain and improve our services, your personal data may need to be shared with or disclosed to service providers, other Controllers or, in some cases, public authorities. We may be mandated to disclose your personal data in response to requests from a court, police services or other regulatory bodies. Where feasible, we will consult with you prior to making such disclosure and, to protect your privacy, we will ensure that we will disclose only the minimum amount of your information necessary for the required purpose. We will not share your information except:

  1. Where you have given your consent
  2. Where we are required to provide you agreed services
  3. Where we are required by law to do so
  4. With third parties providing services to us, and agents and sub-contractors acting on our behalf.
  5. Where permitted by law, where it is necessary for our legitimate interests or those of a third party and are not inconsistent with the above purposes.
  6. Where it is necessary to protect yours, or another person’s “vital interests”, for example: where there is a safeguarding concern or risk to life.

How do we look after personal data?

We limit the amount of personal data collected only to what is fit for the purpose, as described above. We restrict, secure and control all our information assets against unauthorised access, damage, loss or destruction; whether physical or electronic. We retain personal data only for as long as is described above, to respond to your requests, to provide services, or longer if required by law. If we retain your personal data for historical or statistical purposes, we ensure that the personal data cannot be used further. While in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

What are your rights and how can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you may request that we correct it. If we are improperly using your information, you may request that we stop using it or even delete it completely. If you would like to make a request to see what personal data of yours we might hold, you may make a request by email to admin@moving-minds.org by completing this form. Where you have previously given your consent to process your personal data, you also have the right to request that we port or transfer your personal data to a different service provider or to yourself, if you so wish. Where it may have been necessary to obtain your consent to use your personal data, at any moment, you have the right to withdraw that consent either verbally or in writing. If you withdraw your consent, we will cease using your personal data without affecting the lawfulness of processing based on consent before your withdrawal.

Our Supervisory Authority

You have the right to lodge a complaint with our Supervisory Authority. See our Supervisory Authority contact details below

Information Commissioner’s Office
Water Lane, Wycliffe House
Wilmslow - Cheshire SK9 5AF
United Kingdom
international.team@ico.org.uk
+44 1625 545 745
www.ico.org.uk