Legal & privacy information for The Green Rooms. Counselling, Psychotherapy and Coaching in Glasgow and Newton Mearns.
In providing your personal details you consent to us using the data collected in order to meet our commitments to you and provide the service you expect. This will include sending information such as replies to questions, appointments (offers and confirmations), office location information and other information we deem necessary for you to attend a consultation or appointment. We may also contact you if you miss an appointment. We may contact you at other times if we believe it is professionally appropriate to do so. This may be via email, telephone or mail. Your details may also be used to monitor traffic to and from our website to help us improve the design and layout of the site. We will never email you with marketing unless we have your express consent, and you can opt out of this any time you wish.
Personal information that we collect about you will not be rented, sold or exchanged with any third parties. Data that is forwarded to third parties is used only to meet our commitments by law.
Security and storage of Information
We have taken technical and organisational measures to ensure that all of the information that you provide to us is securely stored, and to protect your data from loss, manipulation, or unauthorised access. We limit the number of staff that have access to the software that contains personal information, and our staff are advised of the importance of confidentiality.
We continually adapt our security measures to technological progress and developments.
While we implement all reasonable security measures on this site, however, you should be aware that 100% security is not always possible.
European Union’s General Data Protection Regulations
From 25th May 2018, the European Union’s General Data Protection Regulations (GDPR) are in effect in all European states including the UK. The recording and use of sensitive information require your explicit consent – you need to actively state that you agree to a record being kept and used, that you have been informed of the purpose(s) for which the record is made, how it will be used, and limitations on confidentiality. This includes information about your: • Racial or ethnic origin • Political opinion • Religious belief or belief of a similar nature • Trade union membership • Physical or mental health condition • Sex life • Criminality, alleged or proven • Criminal proceedings, their disposal and sentencing • Genetic data • Biometric data, where is uniquely identifies you.
Records will be kept for the purposes of supporting the practitioner to their fullest capacity, recording any potentially legally or ethically required information, and to follow good practice guidelines. Identifying information will be present on emails, text messages, phone contact details, diary entries and via other necessary electronic means. Paper-based client notes are kept securely, and are not shown to anyone unless legally required. No names or identifying information will be recorded on client notes. Records will be deleted when they are no longer required.
You have the right to erasure of records in the following circumstances: • Where there is personal data that is no longer necessary for the purpose to which it was originally collected/processed. • When you withdraw consent. • When you object to the processing and there is there is no legitimate interest for the continuing of the processing. • If the personal data is unlawfully processed (I.e. in breach of the GDPR). • Where the personal data has to be erased to comply with a legal obligation. • Where the personal data is processed in relation to the offer of online services to a child.
In the following circumstances there may be a refusal regarding the request for erasure: • To exercise the right of freedom of expression and information. • To comply with a legal obligation or in the public interest, or the exercise of official authority. • For public health purposes in the public interest. • For archiving purposes in the public interest, scientific research, historical research or statistical purposes. • In the exercise or defence of legal claims. There are extra requirements when the request for erasure relates to children’s personal data. This is because the child may not be fully aware of the risks involved in the processing at the time of consent.
You have the right to request portability of records for your own purposes and across different services. The request must be made in writing. The records will be provided in a structured, commonly-used and machine-readable form, and will be free of charge.
You have the right of access to your records. The request must be made in writing. The data will be provided within one month free of charge. If you believe there are any inaccuracies, you can request that these are corrected, with agreement from your Counsellor/Psycotherapist/Coach. If there is a disagreement regarding what is accurate, both versions should be recorded.
Terms and Conditions – updated 10th January 2016
Ownership of website content
All right, title and interest in this website and all of its content, including software or HTML code, scripts, text, artwork, photographs, images, designs, video, audio and written and other materials that appear as part of this website, and all related intellectual rights (including copyright, trade marks, and rights in designs) within this website are owned by The Green Rooms. All content is provided only for your personal and non-commercial use. This means that you may not, and may not permit or help another person, to copy, publish, transmit, distribute, sell, license or otherwise exploit this website or any of its content, whether in its original format or in any modified version. (You are, however, entitled and encouraged to share the content for personal use.)
The Green Rooms retains all rights in and to our trade marks, including trade names, logos and brand names.
From time to time, we may need to modify, vary or withdraw (on either a permanent or temporary basis) some of the products and services and/or the features and specifications of some products on our website, and we reserve the right to do this. We aim to ensure, but cannot guarantee, that there are no typographical errors, inaccuracies or omissions relating to product descriptions, pricing or availability on our website. The inclusion of any products or services on this website does not guarantee that these products or services will be available at any particular time.
From time to time, this website may contain links which will direct you to external web sites or webpages operated by third parties. The Green Rooms does not control these sites, and has no liability for such third party sites and/or their content.
The Green Rooms takes all reasonable measures necessary to try to ensure that this website and its content are free from viruses and defects, but cannot guarantee that your computer equipment, hardware or software or any data stored or created by your computer equipment will not be damaged, corrupted, lost or otherwise affected if you access or use this website or any content. We recommend that you take all steps necessary to protect your equipment when using this website or any content, such as installing reputable anti-virus software. We will not be liable for any loss or corruption to data, or any damage to computer equipment, that may arise from your failing to take such reasonable precautions.
Further information on your rights (including the UK Data Protection Act) is available from the Information Commissioner’s Office website at www.ico.gov.uk