​Myndpower Limited

 

 

Privacy Policy & GDPR Consent

 

Myndpower Limited recognises the importance of protecting personal data and is committed to processing it in accordance with the UK GDPR and the Data Protection Act 2018. This document outlines how personal data is collected, used, stored, and protected.

Personal Data Collected

Myndpower Limited collects personal data necessary for the provision of counselling and psychotherapy services for individuals and couples. This may include:

• personal identification and contact details

• relevant health and psychosocial information

• presenting issues

• GP and emergency contact details (where appropriate)

Special Category Data

Therapy records may include sensitive personal data, including information relating to health, ethnicity, religion, sexual orientation, or other protected characteristics.

Processing is carried out in accordance with:

• Article 9(2)(h) UK GDPR (provision of health care), and/or

• the client’s explicit consent

Lawful Basis for Processing

Personal data is processed under the following lawful bases:

• Contract (to provide therapeutic services)

• Legitimate Interests (for record keeping and professional requirements)

Data Storage and Security

Personal data is securely stored using encrypted, password-protected systems and secure devices.

Access to personal data is restricted to authorised personnel only.

Data Retention

Written records are retained for a period of 7 years following the conclusion of services, in line with professional and regulatory standards.

After this period, all data is securely deleted.

Data Sharing

Personal data is treated as confidential and will not normally be shared without the client’s consent.

Exceptions may include:

• legal obligations (e.g. court order)

• safeguarding concerns involving children or vulnerable adults

• risk of serious harm to the client or others

• communication with other healthcare providers (e.g. GP), where necessary

International Data Transfers

Where personal data is processed outside the United Kingdom, appropriate safeguards are implemented in accordance with UK GDPR.

Data Subject Rights

Clients have the right to:

• request access to their personal data

• request rectification of inaccurate data

• request erasure of data (where applicable)

• restrict or object to processing

• request data portability

• withdraw consent at any time (where consent is relied upon)

Requests will be responded to within one calendar month.

Regulatory Authority

Myndpower Limited is registered with the Information Commissioner’s Office.

ICO Registration Number: ZC108265​

Booking Policy​

1. Scope

This policy sets out how appointments with Myndpower Ltd are booked, conducted, and administered, including our approach to session recording. It should be read alongside our Privacy Policy, which explains in full how your personal data is processed.

2. Booking Sessions

• Sessions can be booked via booking form.

• Sessions are available in person at Regus Midsummer Court, 314 Midsummer Boulevard, Milton Keynes, MK9 2UB, or online via Zoom.

• Couples sessions require both partners to complete their own intake and consent steps individually; a booking is not confirmed until both partners have done so.

3. Cancellations and Rescheduling

Clients must provide at least 48 hours’ notice to cancel or reschedule a session.

• Cancellations made with 48 hours’ notice or more: no charge.

• Cancellations made with less than 48 hours’ notice, or missed appointments: charged at the full session fee.

• In couples sessions, 48 hours’ notice from either partner is sufficient to cancel or reschedule the joint session.

4. Online Sessions and Recording

Where a session is conducted via Zoom, it may be recorded. Recording is entirely optional and is never a condition of receiving therapy.

• The sole purpose of recording is to support the accuracy of the therapist’s written clinical notes.

• Recording requires your specific, unbundled consent, given separately from your general consent to treatment.

• In couples sessions, each partner must consent individually; if either partner does not consent, the session is not recorded.

• You may withdraw consent to recording at any time, for any future session, without affecting sessions already recorded under valid consent.

• Where recording does not take place or consent is withdrawn, the therapist takes notes in real time during the session instead.

5. Retention of Recordings

Zoom recordings are a temporary working aid only, retained for no longer than 7 days and deleted once the therapist’s written clinical notes have been checked against them for accuracy. The Zoom recording itself is never part of the client’s permanent clinical record. Only the therapist’s written notes are retained long-term, in line with Myndpower’s standard record-retention period.

• Recordings are retained for a maximum of 7 days from the session date.

• Recordings are permanently and securely deleted once the therapist has verified the written clinical notes against them.

• Recordings are never retained beyond this 7-day window, and are never used for any purpose other than verifying clinical notes.

• Written clinical notes — not the recording — form the permanent clinical record, retained in line with Myndpower’s standard retention period (see Privacy Policy, Section 6).

• Recordings are stored in access-restricted, EU-region cloud storage, accessible only to your treating therapist during the retention window.

6. Confidentiality

All sessions are confidential, subject to the exceptions set out in our Privacy Policy (including safeguarding duties and disclosures required by law). In couples work, information disclosed individually by one partner is treated as confidential to that partner and is not shared with the other without consent, except where a safeguarding or legal duty requires disclosure.

7. Your Rights and Further Information

For details of your data protection rights, including how to request access to your records, please see our Privacy Policy. For any queries about this Booking Policy, contact info@personaldevelopment-coaching.com.

 

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