Introduction
New Road Psychotherapy is operated by On Top of the Mountain Ltd, a company registered in England and Wales (company number 05438467). We are committed to handling personal data responsibly and in line with applicable UK data protection law.
Who we are
On Top of the Mountain Ltd, operating as New Road Psychotherapy
73 Church Road
Hove
England
BN3 2BB
We also operate from 28 New Road, Brighton, BN1 1UG.
Telephone: 01273 681 333
Email: admin@newroadpsychotherapy.com
For the purposes of UK data protection law, On Top of the Mountain Ltd is the data controller.
What information we collect
The information we collect depends on how you interact with us. It may include:
- your name, date of birth, address, telephone number and email address
- information you provide by email, telephone, consultation form or another website form
- for children and younger people, details about parents, carers, family members, a GP or school where relevant
- information about why you are seeking counselling or psychotherapy, your health, family history, circumstances, support network and preferences
- records relating to consultations, therapy sessions, reviews, correspondence, payments and invoices
- technical data such as your IP address, browser type, device information and pages visited
Some information about therapy, physical or mental health, sexuality, race, ethnicity, religion or beliefs may be special-category personal data under UK data protection law. We only collect and use it where it is relevant and lawful to do so.
How we use your information
We may use personal information to:
- respond to enquiries and arrange an initial consultation
- understand your needs and help identify an appropriate therapist or service
- provide, coordinate, review and maintain records of counselling or psychotherapy
- communicate with you about appointments and services
- manage payments, invoices and our administrative records
- support safeguarding, risk management, clinical supervision and the quality of our services
- meet legal, regulatory and professional obligations
- maintain, secure and improve our website
We do not sell personal data.
Legal basis for processing
Depending on the circumstances, we process personal data because:
- it is necessary to take steps at your request before providing a service or to perform a contract
- we have a legitimate interest in responding to enquiries, administering services and operating a secure website
- you have given consent, where consent is required
- we must comply with a legal obligation
- it is necessary to protect someone’s vital interests
Where we process special-category personal data, we also rely on an appropriate condition under UK data protection law. Depending on the circumstances, this may include explicit consent, the provision and management of health or social care, safeguarding or another substantial public-interest condition.
Confidentiality and safeguarding
Information about consultations and therapy is treated as confidential. It may be shared within New Road where necessary for administration, clinical management, peer support or professional supervision.
We do not normally disclose therapy information outside New Road without your consent. We may do so where disclosure is required by law, ordered by a court or necessary because of a serious safeguarding or risk concern. Where possible and appropriate, we will discuss this with you before sharing information.
Cookies and website services
We use essential browser storage to remember your cookie preference. This preference is not used to identify you or track your activity.
Our enquiry forms and consultation scheduler work regardless of your cookie preference. Typeform links and embeds use its tracking-disabled setting. You can change your cookie preference using the button above.
Our consultation scheduler is provided using Acuity Scheduling. When you open or use the scheduler, Acuity Scheduling may use cookies and process technical information and the information you submit in accordance with its own privacy information.
Our website enquiry and application forms are provided using Typeform. When you open or use one of these forms, Typeform may process the information you submit, along with relevant technical and cookie information, in accordance with its own privacy information.
If you sign up for courses and events updates, we send your email address and any name you provide to Mailchimp to manage the mailing list and send those updates. You can unsubscribe using the link in any mailing-list email.
Data sharing
We may share personal data with therapists and authorised New Road team members who need it for your care or the administration of our services. Our therapists work with New Road on a sessional or contractor basis and are required to respect confidentiality and professional standards.
We may also use trusted service providers for functions such as website hosting, online forms, secure record storage, email and bookkeeping. They may process personal data only for agreed purposes and must protect it appropriately.
Where a provider processes personal data outside the United Kingdom, we require an appropriate safeguard recognised by UK data protection law.
Data retention
We keep personal data only for as long as it is needed for the purposes described in this policy and to meet legal, regulatory, insurance and professional requirements.
Our current clinical records policy is to securely dispose of records seven years after therapy ends, or seven years after a client’s 18th birthday where that is later. Different retention periods may apply to particular administrative, financial or safeguarding records.
Your rights
Under UK data protection law, you may have the right to:
- ask for access to your personal data
- ask us to correct inaccurate or incomplete information
- ask us to delete personal data in some circumstances
- object to or ask us to restrict processing
- receive certain information in a portable format
- withdraw consent where processing is based on consent
These rights are not absolute and an exemption may apply, including where records contain confidential information about another person or where disclosure could cause serious harm. Contact us if you want to make a request.
You can also complain to the Information Commissioner’s Office through ico.org.uk.
Data security
We use reasonable organisational and technical measures to protect personal data against loss, misuse, unauthorised access, alteration or disclosure. Access to clinical records is restricted to people who need it for their work.
Changes to this policy
We may update this privacy policy from time to time. Changes will be posted on this page, and the date at the top will show when the policy was last updated.
Contact us
If you have questions about this policy, how we handle personal data or your rights, email admin@newroadpsychotherapy.com, call 01273 681 333, or write to New Road Psychotherapy, 73 Church Road, Hove, BN3 2BB.