At Newman we respect the dignity and worth of each individual and this includes the way we treat personal information. This Privacy Notice is meant to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.
Who are we?
Newman Health and Wellbeing Counselling and Psychotherapy Service is part of Newman University (Genners Lane, Birmingham, B32 3NT), who is registered as a data controller with the Information Commissioner. You are welcome to contact our Data Protection Officer by emailing firstname.lastname@example.org or by post.
What type of personal data is collected?
Contacts: If you are a contact of Newman Health and Wellbeing Counselling and Psychotherapy Service but not a client, please read the Privacy Notice for Professional Contacts.
Clients: When you attend counselling you provide us with your name, contact details and date of birth. The legal basis for using this personal information is ‘contract’ (which means the processing is necessary for the performance of a contract with you or in order to take steps at your request to enter into a contract). The content of the counselling sessions is provided by you with your consent (which means you can choose whether or not to provide this information). Any time we collect ‘special category personal data’ we will ask for your consent and will not collect or use the information if you do not provide consent. This includes information about your health (including mental health), race, ethnic origin, religion, sexual orientation, sex life, trade union membership and bio-metrics.
How will the personal information be used and how long is it kept?
We will use your personal information to write counselling notes and update you if there are changes to your appointment. We keep personal information of adult clients for four years from the end of the service provision. We keep personal information of clients who are young people until the client reaches 18. When this time has been reached, the personal information is securely destroyed.
Who can access my personal data and will they share my personal data with anyone?
Your personal data will only be accessible to staff and students working for Newman Health & Wellbeing Counselling & Psychotherapy Service. Hard copies of personal information are kept in a secure location and personal data stored electronically is on our secure IT network whose servers are located within the EU.
We share the personal data with your GP, A&E, Mental Health Teams and safeguarding agencies if we have significant concerns about your or somebody else’s welfare. In addition to the circumstances stated above we will share your personal information if we believe someone’s life is in danger or we believe we are compelled to by law.
What rights do I have regarding my personal data?
You have the right to correct or update your personal data at any time. Please contact Newman Health and Wellbeing to update your details. For personal information you have provided us consent to use, you have the right to withdraw your consent at any time. The withdrawal of consent is not retrospectively applied.
You may have the right to have your personal information deleted, the right to restrict processing, the right to object and / or the right to data portability. Follow the links to find out whether those rights apply in these circumstances. To do any of those things or if you have followed the links but would like clarification please email email@example.com
You have the right to see the personal data we hold about you. We recommend you use our online form. All information about how to request your data can be found on our dedicated web page. You can also contact our Data Protection Officer by email firstname.lastname@example.org or by post Newman University, Genners Lane, Birmingham, B32 3NT.
Data protection law also gives you rights regarding ‘automated individual decision-making and profiling’. However the Newman Health and Wellbeing Counselling and Psychotherapy Service do not carry out any ‘automated individual decision-making and profiling’ so these rights are not relevant to your personal information collected by us.
You have the right to lodge a complaint with the Information Commissioners Office about the handling of your personal data and can find out more about this on their website https://ico.org.uk/concerns/handling/
Where can I get more information?
You are welcome to read Newman University’s Data Protection Policy please click here.
To read about data protection law in the UK please click https://ico.org.uk/for-the-public/