About this policy

Heart & Mind is committed to respect and protect your privacy and personal information. This policy explains - how we collect personal information, use it, protect it and keep it.

Heart & Mind offers their services in partnership with their individual associates. Heart & Mind associates are independently working professionals (e.g. counsellors, psychotherapists, coaches, supervisors, tutors, lecturers) who offer their services within the agreed principles, values and fees of Heart & Mind

This policy covers all the above-named stakeholders, who are expected to adhere to these principles during and after their time with Heart & Mind.

How we collect personal information

When you give it to us

You give personal information to us through a number of ways. For example, you give personal information if you:

  • Enquire about any of our services

  • Book an initial consultation

  • Apply for a counselling training course

  • Complete a direct debit mandate or make an online payment

When you use our website

Cookies are used to remember your preferences when you use the Heart & Mind website. No personally identifiable information is stored in the cookie and once a browser is closed, the cookie terminates, other than in respect of recalling your site accessibility preference.

How we use personal information

Any personal information you provide will only be used for the purpose for which you have given it to us. That means, we will not sell or share any of your personal details with third parties, for example for the purpose of marketing.

Protecting your privacy

Unless there is a risk to your personal safety, the safety of a child or vulnerable adult, any information we have about you remains confidential and private.

That means, any personal information will only be disclosed:

  • To parties directly involved with providing the service you have requested. For example, Heart & Mind will share personal information with those involved with your treatment or training (e.g. our associated counsellors, coaches, supervisors and course tutors)

  • If we are required to disclose it by UK laws or relevant professional bodies such ACC, BACP etc.

How we protect your personal information

To protect your personal information and mitigate the risk of accidental loss or exposure to malicious breaches of security, we take the following measures:

  • We use an email service with built-in end-to-end encryption when sending personal information

  • We use codes and/or pseudonyms whenever possible and reasonable

  • We use password facilities on phones, computers and software applications

  • We back up data on cloud based servers and use a local back-up device

  • We install and keep updated anti-virus software

  • We use SSL (Secure Sockets Layer) encryption on our website which ensures that any personal information you submit through our website is not visible to anyone else when in transit between your computer and our server. However, the transmission of information via the internet is not completely secure. We can therefore not guarantee the security of your data transmitted to our site: any transmission is at your risk

How long we retain your personal information

Any personal information we hold will only be kept as long as necessary.

Your registration with Heart & Mind

The booking system you use when registering with us for an initial appointment has an automated data cleaning process, which will remove your personal details 18 months after your registration.

Session notes of Heart & Mind Associates

Unless there is a legal obligation or we believe it is in the best professional interest, Heart & Mind associates will retain session records up to 6 years after you stopped your consultations.

Additional things worth mentioning

Keeping your personal information up to date

We want to make sure that your personal information is accurate and up to date. Please ask us to correct or remove personal information if you think it is inaccurate.

Right of access

You have the right to request a copy of the personal information we hold about you and we will do our best to provide you with the information requested within four weeks. To do so, please contact us here.
If you are concerned about the way that your information is being held please discuss this with us. If you are not satisfied with how your request is handled, you can contact the Information Commissioner’s Office by visiting their website (http://www.ico.org.uk).

Changes to our Privacy and Data Protection Policy

Heart & Mind may from time to time modify the terms of this policy and any changes will be posted on this page.

ANY QUESTIONS?

You can find answers to some of the frequently asked questions by visiting our FAQ page