If you cancel more than 24 hours in advance of a booked appointment there will be no charge. Cancellations of less than 24 hours will be charged at the full rate or a percentage thereof.
Confidentiality
All information shared in sessions and associated phone calls, texts and
emails is confidential.
There are two exceptions to this:
• All therapists have supervision where they
may discuss your work with them. Your therapist’s supervisor will also be bound
by confidentiality and person identifiable details will not be shared in
supervision.
• Your therapist has a duty of care to you so
if she is very concerned about your safety, or that of someone in your life,
she will contact your GP or statutory services to get you the most appropriate
emergency help. If an unusual event necessitating a break in
confidentiality occurs, this will be done where possible with your consent
and only to those parties who have an absolute need to know.
The Lawful Basis for Processing Data
RootsOT processes your personal data under the lawful basis of
‘legitimate interests’ (GDPR Article 6.1.f). As with any healthcare provider,
when you employ the services of RootsOT there is an implied understanding that
in order to assess and treat you safely and appropriately the relevant
information is required.
The Type of Data that is Processed and Stored
RootsOT will collect a variety of data which helps us to assess,
recommend and provide treatment for you. Data may be given to us by you or your
representative and can include the following:
• Personal information e.g. name, address and
date of birth
• Health information
• Email address
• Telephone numbers
• GP details
• Financial information through your payments
to RootsOT
• Contact number for next of kin/family
members*
*Please note that the names and contacts details about any family member
forms part of the data we hold about you and so is treated the same in terms of
confidentiality and security.
Information may be given to us verbally or in writing by you or your
representative.
We have a professional and legal duty to ensure that the information we
record about you is relevant only to your treatment/care, accurate and up to
date and only used for the purposes for which it was collected
.
Data Storage
Your data will be kept in a locked secure clinical filing cabinet.
Electronic data will be kept on an encrypted laptop and encrypted cloud
storage.
Clinical Notes
Notes will be taken either during or after your session. Written notes
will be kept in a locked secure clinical filing cabinet. Any electronic
information from sessions (e.g. photographs of work done or worksheets
completed) will be kept on an encrypted laptop and encrypted cloud storage.
Length of Data Storage
Professional guidelines require us to retain clinical files and work diaries
for a period of 7 years after discharge from our care. This is helpful if you
need treatment at a later date, but is also a requirement in case of
litigation.
Financial records and items such as our bank statements (which may
contain your name and payment details) are also required to be kept for a full 7-year
period by HMRC for tax purposes.
If you make an enquiry about our service but do not proceed any written
notes/email correspondence will be retained as above.
Written clinical records and accounts are shredded and electronic files
are deleted by RootsOT at the end of the requisite period stated above.
If you have any questions about these polices, please let me know either
in session or contact me on: