PRIVACY STATEMENT
CONFIDENTIALITY
Your therapy and personal information are kept securely.
Information may be shared for the purposes of clinical supervision with a suitably qualified clinical psychologist or neuropsychologist who is HCPC registered. Where you are receiving care as part of a wider rehabilitation team, relevant information (such as session notes or therapy updates) may be shared with members of the multidisciplinary team to support your care. This may include professionals such as your GP, NHS or private clinicians (e.g. therapists, doctors, nurses), social services, support workers or carers, your financial deputy, or your solicitor.
Where work is undertaken within a medicolegal or funded rehabilitation context, some information sharing may be necessary for treatment or funding arrangements to continue. This will be discussed with you where appropriate.
Information may also be accessed by authorised administrative support (Personal Assistant), who is bound by confidentiality and data protection agreements.
Confidentiality may be broken where there are concerns about risk of harm to you or others, or where disclosure is required by law (for example, court orders or legal obligations). Where appropriate and lawful, this will be discussed with you in advance.
INFORMATION WE COLLECT AND HOW IT IS USED
Personal information is collected to support the provision of neuropsychological services.
This may include:
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Basic identifying information (e.g. name, contact details, date of birth)
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Health and clinical information (e.g. assessments, session notes, treatment plans)
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Communication records
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Information from other professionals involved in your care
This information is used to:
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Provide assessment and therapy
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Support continuity of care
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Communicate with you and relevant professionals
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Manage appointments and administration
Information submitted through website contact forms is used only to respond to enquiries and manage communication.
SHARING OF INFORMATION
Information may be shared with relevant professionals involved in your care, including members of the multidisciplinary team.
Where appropriate, your consent will be sought before sharing information. However, information may be shared without consent where required by law, safeguarding obligations, or where necessary to support your care.
Information may also be shared with third parties such as case managers, insurers, or legal representatives where relevant to your treatment or instruction.
All sharing is carried out securely and only where necessary.
SECURITY OF YOUR INFORMATION
All personal information is stored securely using encrypted systems. Access is restricted to authorised individuals only.
Appropriate technical and organisational measures are in place to protect against unauthorised access, loss, or misuse of data.
COMMUNICATIONS
If you choose to communicate via email, please be aware that email is not a fully secure method of communication. By continuing to use email, you acknowledge and accept these risks.
Where possible, sensitive information will be password protected.
LAWFUL BASIS FOR PROCESSING
Personal data is processed in accordance with UK data protection law where necessary to provide care, meet legal obligations, and manage services. Health information is processed for the provision of health or social care.
YOUR RIGHTS
You have rights under data protection law, including the right to access your data, request correction, restrict processing in certain circumstances, and request a copy of your data.
Requests are usually responded to within one calendar month.
You also have the right to lodge a complaint with the Information Commissioner’s Office www.ico.org.uk
DATA RETENTION
Personal data is retained in line with professional and legal requirements.
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Adult records are retained for 8 years after discharge, or 20 years where required
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Children’s records are retained until their 25th or 26th birthday
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Records relating to special educational needs may be retained for 35 years
Records may be retained for longer where required for legal or professional reasons.
After the relevant period, records are securely deleted or destroyed.
AI TOOLS
Secure digital tools, including AI-supported systems, may be used to assist with administrative and documentation tasks.
These tools do not make decisions about your care, and all outputs are reviewed by the clinician. Personal data is not used to train AI systems, and identifiable clinical information is not entered into general-purpose AI tools.
You may request that optional use of these tools is not applied to your information.
CONTACT
The data controller is:
Dr Jonathan Hinchliffe
Cognisant Neuropsychology Ltd
Email: jonathan@cognisantneuropsychology.com
If you have any questions about how your information is handled, please get in touch