Achieving Growth

Our
Policy

We follow the principles outlined in the NHS’s Code of Practice on Confidentiality, UK GDPR, and Data Protection Act 2018 to ensure that any information you share with us is kept secure and used appropriately.

This privacy notice tells you what to expect us to do with your personal information. Contact details What information we collect, use, and why Lawful bases and data protection rights Where we get personal information from How long we keep information Who we share information with How to complain Contact details Post: 2nd Floor College House, 17 King Edwards Road, , Ruislip, , HA4 7AE, GB Email: IPSYCHEVITALITY@GMAIL.COM What information we collect, use, and why We collect or use the following information to provide patient care, services, pharmaceutical products and other goods: Name, address and contact details Gender Pronoun preferences Date of birth Next of Kin details including any support networks Emergency contact details Health information (including medical conditions, allergies, medical requirements and medical history) Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions) Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests) Payment details (including card or bank information for transfers and direct debits) Records of meetings and decisions Call recordings We also collect the following information to provide patient care, services, pharmaceutical products and other goods: Racial or ethnic origin We collect or use the following information for safeguarding or public protection reasons: Name, address and contact details NHS/HSC/CHI number Hospital number Emergency contact details Photographs Health information (including medical conditions, allergies, medical requirements and medical history) Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) Relevant information from previous investigations Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests) Records of meetings and decisions We also collect the following information for safeguarding or public protection reasons: Health information We collect or use the following personal information for patient app or portal functionality: Names and contact details Marketing preferences We collect or use the following personal information to comply with legal requirements: Name Contact information Health and safety information Safeguarding information We collect or use the following personal information for recruitment purposes: Contact details (eg name, address, telephone number or personal email address) Date of birth National Insurance number Copies of passports or other photo ID Employment history (eg job application, employment references or secondary employment) Education history (eg qualifications) Right to work information Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks ) Security clearance details (eg basic checks and higher security clearance) We collect or use the following personal information for information updates, marketing or market research purposes: Names and contact details Marketing preferences Website and app user journey information Records of consent, where appropriate We collect or use the following personal information for medical research or archiving purposes: Names and contact details Address Recorded images such as photographs, X-rays or scan images Personal information used for administration of the research Personal information used for the purpose of research Personal information used for medical investigations Records of consent, where appropriate Information relating to the national data opt-out We also collect the following information for medical research or archiving purposes: Health information Sex life information Sexual orientation information We collect or use the following personal information for dealing with queries, complaints or claims: Names and contact details Purchase or service history Call recordings Witness statements and contact details Information relating to health and safety (including incident investigation details and reports and accident book records) Lawful bases and data protection rights Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here. Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here. Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Our lawful bases for the collection and use of your data Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information for patient app or portal functionality are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information to comply with legal requirements are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information for recruitment purposes are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Our lawful bases for collecting or using personal information for medical research or archiving purposes are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Where we get personal information from Directly from you Family members or carers How long we keep information For information on how long we keep personal information, see our retention schedule at www.psychevitalityltd.com\/policy Who we share information with Others we share personal information with Other health providers (eg GPs and consultants) Insurance companies, brokers and other intermediaries Care providers Organisations we need to share information with for safeguarding reasons Emergency services Professional advisors Legal bodies or authorities Local authorities or councils Relevant regulatory authorities External auditors or inspectors Organisations we’re legally obliged to share personal information with Professional consultants Duty of confidentiality We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where: you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses); we have a legal requirement (including court orders) to collect, share or use the data; on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime); If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process. How to complain If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint

At Psyche Vitality, we are committed to protecting your privacy and handling all personal and sensitive information with the utmost care, respect, and discretion. We follow the principles outlined in the NHS’s Code of Practice on Confidentiality, UK GDPR, and Data Protection Act 2018 to ensure that any information you share with us is kept secure and used appropriately. We uphold a strict duty of confidentiality across all areas of our work, meaning: We only access or use personal data when it is necessary for delivering our services, supporting your care, or fulfilling our legal obligations. We ensure that all staff, volunteers, and partners are trained and required to keep personal information confidential at all times. We do not share your information without a lawful reason—such as your consent, a legal requirement, or where it is necessary to protect life or prevent serious harm. We anonymise or de-identify data wherever possible to reduce the risk of disclosure and protect your identity. We have robust technical and organisational safeguards in place to prevent unauthorised access, misuse, or loss of information. In particular, when we process sensitive data relating to your health, we follow NHS guidance on handling health and social care data as set out by NHS Digital. This includes applying appropriate security standards, limiting access to only those who need to know, and ensuring that the information is used solely for the purpose of care, support, or planning—unless there is a clear legal or public interest justification for doing otherwise. We take our responsibilities seriously and are committed to continuous improvement in how we handle and protect the information entrusted to us. If you have any questions about our confidentiality practices or would like more information about how we protect your data, please contact us at support@psychevitalityltd.com

At Psyche Vitality, we are committed to managing your personal data responsibly and transparently. In accordance with the UK GDPR and ICO guidance, we only keep personal information for as long as it is necessary for the purposes for which it was collected. Below is a summary of how long we retain different categories of personal data: We retain support service user records for seven years from the last point of contact. This allows us to ensure continuity of care, manage safeguarding concerns, and respond to any future queries or legal matters. For donations and Gift Aid claims, we keep records for six years after your final donation, as required by HMRC to comply with tax and accounting obligations. Marketing preferences and opt-in records are retained for two years after your last interaction with us, to ensure that your consent is current and communications remain relevant. If you apply for a role (paid or voluntary) and are unsuccessful, we retain your application and related data for six months after a decision is made. This enables us to address any follow-up enquiries or complaints. If you successfully become an employee or volunteer, we retain your records for six years after your role ends, to fulfil employment law requirements and for reference or compliance checks. Special category data, such as health-related information, is stored for seven years if it was collected as part of a support service, or for as long as needed and agreed where consent was given for another purpose. This data is treated with strict confidentiality. Information collected when you register for or attend events, such as dietary requirements or emergency contact details, is retained for one year after the event, unless further retention is necessary due to a health or safety concern. Social media advertising data (for example, via Meta Pixel or similar tools) is kept for a maximum of 180 days, depending on the policies of each platform. We retain website analytics and cookie data for up to two years, depending on the cookie type and your consent preferences. This helps us improve site functionality and understand how users interact with our content. Complaints and general enquiries are retained for three years after they are resolved, to ensure accountability and support service improvement. For major donor research and fundraising efforts, we retain supporter data for five years after the last engagement. This helps us manage relationships responsibly and tailor fundraising approaches appropriately. If you leave us a legacy, we retain related data such as information about wills or executors for six years after the estate has been settled, in line with legal obligations. Finally, safeguarding reports are kept for twenty years or in line with statutory requirements, due to the serious and sensitive nature of this information.

Our Policy

Our
Policy