Privacy Policy
At Stortford Therapy Space, we are dedicated to ensuring the accuracy, confidentiality, and security of your personal information. We uphold these commitments with the highest standards to protect your privacy and trust in our services.
Privacy Policy for Stortford Therapy Space
This Privacy Policy outlines the types of personal information that Stortford Therapy Space collects from or about you, how we use this information, and to whom it may be disclosed.
What Information Do We Collect?
For the purposes of this Privacy Policy, personal information refers to any details about an identifiable individual, excluding a person's business title or contact information when used or disclosed for business communications. This does not include anonymous or non-personal data. We collect and maintain various types of personal information from individuals who are or were clients, therapists contracted by us, or employees. This includes, but is not limited to:
Booking sessions
Adding details to the waiting list
Medical reports/letters
CVs and applications
References and interview notes
Letters and contracts of offer and acceptance of employment/contracting
Policy acknowledgments
Training and personal development records
Invoicing information
Additionally, personal information encompasses data such as name, home address, telephone and mobile numbers, personal email address, date of birth, marital status, gender, and any other necessary business-related information disclosed to therapists at Stortford Therapy Space.
Stortford Therapy Space collects personal information directly from you to ensure accurate and effective service delivery.
Third-Party Handling of Personal Information
In most cases where we need to obtain your personal information from a third party, we will first seek your consent. This consent may be given explicitly by you or implied through your actions. For instance, we might send information to your insurance company to process a medical expenses claim or request an employment reference on your behalf. Occasionally, we might use third-party services that collect personal information on our behalf during their service provision. In these instances, we will take reasonable steps to ensure these third parties have represented that they have the right to share your personal information with us. However, in certain situations allowed or required by law, we may collect information about you without your knowledge or consent.
Purpose of Collecting Personal Information
The personal information we collect is used for various business purposes, including establishing and managing a working relationship or employment/contract with Stortford Therapy Space. Specific uses include:
Determining eligibility for initial employment or contracting, including reference and qualification verification
Identifying suitable contractors
Administering pay and benefits
Processing invoices
Establishing training and development needs
Conducting performance reviews and setting performance standards
Assessing qualifications for specific jobs or tasks
Gathering evidence for disciplinary actions or termination
Establishing emergency contact points (such as next of kin)
Complying with labor or employment/contract laws
Compiling directories
Ensuring the security of company-held information
Any other purposes reasonably required by Stortford Therapy Space
Monitoring
The work output of Stortford Therapy Space employees and contractors, whether in paper records, computer files, or any other storage format, belongs to us. This work output, along with the tools used to generate it, is always subject to review and monitoring by Stortford Therapy Space.
How Do We Use Your Personal Information?
We may use your personal information for the purposes described in this policy or for any additional purposes that we inform you of and, where required by law, have obtained your consent. In certain cases, we may use your personal information without your knowledge or consent where permitted or required by applicable law or regulatory requirements.
When Do We Disclose Your Personal Information?
We may share your personal information with our employees, contractors, consultants, and other parties who need this information to assist us in establishing, managing, or terminating our employment/contract/client relationship with you. Additionally, your personal information may be disclosed as permitted or required by applicable law or regulatory requirements. In such cases, we will not disclose more personal information than necessary to comply with valid legal processes such as search warrants, subpoenas, or court orders, as part of Stortford Therapy Space’s regular reporting activities, to protect the rights and property of Stortford Therapy Space, during emergency situations, or where necessary to protect the safety of a person or group of persons, where the personal information is publicly available, or with your consent where such consent is required by law.
Notification and Consent
Privacy and employment laws generally do not require Stortford Therapy Space to obtain your consent for the collection, use, or disclosure of personal information for the purpose of establishing, managing, or terminating your employment relationship. Additionally, we may collect, use, or disclose your personal information without your knowledge or consent where permitted or required by applicable law or regulatory requirements. To the extent that your consent is required, we will assume, unless you advise us otherwise, that you have consented to Stortford Therapy Space collecting, using, and disclosing your personal information for the purposes stated above. Where your consent was required for our collection, use, or disclosure of your personal information, you may, at any time, subject to legal or contractual restrictions and reasonable notice, withdraw your consent. All communications regarding such withdrawal or variation of consent should be in writing and addressed to the Chief Executive Officer.
How is Your Personal Information Protected?
Stortford Therapy Space endeavors to maintain physical, technical, and procedural safeguards appropriate to the sensitivity of the personal information in question. These safeguards are designed to protect your personal information from loss and unauthorized access, copying, use, modification, or disclosure.
How Long is Your Personal Information Retained?
Except as otherwise permitted or required by applicable law or regulatory requirements, Stortford Therapy Space will retain your personal information only for as long as it believes necessary to fulfill the purposes for which the information was collected (including for the purpose of meeting any legal, accounting, or other reporting requirements or obligations). We may, instead of destroying or erasing your personal information, anonymize it so that it cannot be associated with or tracked back to you. In most cases, your data will be deleted six years after you have left the company. If you have applied to work for Stortford Therapy Space and have been unsuccessful, we will retain your data for six months before deleting it.
Updating Your Personal Information
It is important that the information contained in our records is accurate and current. If your personal information changes during the course of your employment, please keep us informed of such changes.
Access to Your Personal Information
You can request to see the personal information we hold about you. If you want to review, verify, or correct your personal information, please contact the Clinical Directors. Please note that any such communication may need to be in writing. When requesting access to your personal information, we may request specific information from you to confirm your identity and right to access, as well as to locate and provide you with the information we hold. We may charge a fee for this service, which we will inform you of in advance. If you need assistance preparing your request, please contact the Clinical Directors. Your right to access the personal information we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse access to some or all of the personal information we hold. Additionally, the information may have been destroyed, erased, or anonymized in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal information, we will inform you of the reasons, subject to any legal or regulatory restrictions.
Your Other Legal Rights
Data protection legislation provides you with certain rights, which are not always absolute and must be considered within the scope of the law. These rights include:
Right to erasure (right to be forgotten): You can request the deletion or removal of personal data where there is no compelling reason for its continued processing. This right is not absolute and may depend on the circumstances and any legal/statutory obligations.
Right to restrict processing: You can block or suppress the processing of personal data under certain circumstances.
Right to data portability: Although this is unlikely to apply in the context of employment, you have the right to obtain and reuse your personal data across different services.
Right to object to processing: You can object to the processing of personal data based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling).
Rights related to automated decision-making and profiling: These are unlikely to apply in the context of employment or contracting.
If you have any questions regarding the processing of your personal data, please direct them to the Clinical Directors of Stortford Therapy Space.