Privacy Policy & GDPR

New Leaf Psychology aims to be as clear as possible about how and why we use information about you so that you can be confident that your privacy is protected.

This policy describes the information that New Leaf Psychology collects when you use our services or buy products from us. This information includes personal information as defined in the General Data Protection Regulation (GDPR) 2016 and the UK Data Protection Bill 2018.

The policy describes how we manage your information when you use our services, if you contact us or when we contact you.
New Leaf Psychology uses the information we collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2016. As per these laws, New Leaf Psychology is the data controller. If another party has access to your data we will tell you if they are acting as a data controller or a data processor, who they are, what they are doing with your data and why we need to provide them with the information.

If your questions are not fully answered by this policy, please contact our Data Protection Officer (Dr Emily Wilson, [email protected]). If you are not satisfied with the answers from the Data Protection Officer, you can contact the Information Commissioner’s Office (ICO) https://ico.org.uk.

1. Why do we need to collect your personal data?

  • We need to collect information about you so that we can:
  • Know who you are so that we can communicate with you in a personal way.
  • Deliver goods and services to you.
  • Process your payment for the goods and services.
  • Verify your identity so that we can be sure we are dealing with the right person.

2. What personal information do we collect and when do we collect it?

For us to provide you with services, we need to collect the following information:

  • Your name
  • Your date of birth
  • Your contact details including a postal address, telephone number(s) and electronic contact details such as email address.
  • Details of your next of kin including their name, address, telephone number and their relationship to you
  • The name and address of your GP

3. How do we use the information that we collect?

We use the data we collect from you in the following ways:

  • To communicate with you so that we can inform you about your appointments with us we use your name, your contact details such as your telephone number, email address or postal address. In case we are not able to reach you, with your consent, we will try to get a message to you via your next of kin using their name, and contact details.
  • To deliver the correct service to you we use your name, your contact details and with your consent, your GP details.
  • To create your invoice we may use your name and email address.
  • To ensure best practice, with your consent we will update your GP regarding our service to you using their name and address.
  • To ensure we are able to offer appropriate psychological services, we will collect information from you regarding your history, current situation and future goals.

4. Where do we keep the information?

We keep your information in the stores described below.

4.1. On our company computers

We use personal computers that are located at our residential address. The computers are password protected and files are stored securely on OneDrive.

4.2. Your customer record

We use Microsoft Excel which is a computer program that stores the information on a computer in our office. The customer record includes the dates in which you obtained a service from us and associated costs and fees. This information is stored securely on OneDrive.

4.3. Clinical Letters and Reports and Notes

We use Microsoft Word which is a computer program that stores the information on a computer in our office. This information is backed up on OneDrive.

All clinical notes are stored securely using WriteUpp, a GDPR compliant practice management software and OneDrive. These notes are used to support the service we provide to you.

5. How long do we keep the information?

We keep the electronic invoices for seven years as this is the required length to comply with the HMRC requirements. After seven years we delete the invoices.

We keep your process notes for the number of years stipulated by British Psychological Society (BPS) and the Health and Care Professionals Council (HCPS). After this time, we delete the files and shred the paper notes.

6. Who do we send the information to?

If appropriate, we send your report back to the referring party via a password-protected attachment to an email.

We send letters to your GP and to you by post or secure email.

7. How can I see all the information you have about me?

You can make a subject access request (SAR) by contacting the Data Protection Officer. We may require additional verification that you are who you say you are to process this request.

We may withhold such personal information to the extent permitted by law. In practice, this means that we may not provide information if we consider that providing the information will violate your vital interests or those of another.

8. What if my information is incorrect or I wish to be removed from your system?

Please contact the Data Protection Officer. We may require additional verification that you are who you say you are to process this request.

If you wish to have your information corrected, you must provide us with the correct data and after we have corrected the data in our systems, we will send you a copy of the updated information in the same format at the subject access request in section 7.

9. How can I have my information removed?

If you want to have your data removed, we have to determine if we need to keep the data, for example in case HMRC wish to inspect our records or as per HCPS/BPS guidelines. If we decide that we should delete the data, we will do so without undue delay.

10. Will we send emails and text messages to you?

As part of providing our service to you we may communicate with you via email and or text, for example to book, confirm or rearrange appointments.

To make an enquiry or book an appointment, please use the form below:


What to do if you need urgent attention

Unfortunately, we are unable to provide an emergency service. If you find yourself or a family member in crisis and require urgent attention, you should contact:

Your GP

Contact your GP surgery and ask for an emergency appointment. Outside of office hours contact NHS 111 (England) or NHS Direct 0845 46 47 (Wales) to access the out of hours GP service.

The Emergency Services

If you feel you cannot wait for an appointment, go to any Accident & Emergency (A&E) department or call 999

The Samaritans

Remember you can call Samaritans on freephone 116 123 from ANY phone – they’re always open and are there to listen.