Privacy Policy

Data Controller

Julie Anne Gregory-Bateman, Director

Data Protection Privacy Notice

Julie Gregory-Bateman is responsible for processing and controlling data held about you. The service we offer at Noble Minds Ltd (NML) is confidential. We do not sell your information to third party organisations. We only hold information about you that is necessary to deliver effective support. We collect the following data: your contact details; reasons for seeking support; emergency contact details and keep brief ongoing notes of the progress of the sessions.

This information is collected:

to help us tailor our support to meet your needs
to act as an aide memoire which allows for effective continuity of support
to help with the smooth running of the service
for statistical purposes to monitor the effectiveness of the service
for safeguarding procedures, should this be necessary

In order to keep your information safe and secure:

All of the information we have about you is kept in accordance with the General Data Protection Act 2018. NML is registered with the ICO (Information Commissioner’s Office).
The only people that have access to your information are counsellors within NML.
All electronic documents containing your full contact details are password protected.
All information collected via electronic forms is encrypted.
At the enquiry stage, you are assigned a unique client number. Any notes taken in your session will be unidentifiable.
We keep brief notes after the sessions which contain 4-5 bullet points of the main themes of the session. These are kept securely and password protected.
Information that is passed between therapists within NML containing your personal information is entered into a password protected document before being emailed. The password is sent in a separate email for extra security.
Information shared during the enquiry and initial consultation stage is kept for 6 months and is then deleted from the password protected document or shredded, if support was not delivered.
Client notes and personal information are kept for 3 years after the support has come to an end and then shredded and deleted from the electronic device it was stored.

The only time we would pass your information on without your consent is in the case of potential risk of harm to yourself or others, or a disclosure of involvement in illegal activities. We would pass your details onto your GP or the relevant safeguarding agency.

You can access the information that we hold about you at any time by making a request in writing. We may need to go through your client notes with you if they have been written in an abbreviated manner. You may have a copy of your notes with one week’s notice.