Hello there!

Thank you for checking out our privacy policy.  At Child and Educational Psychology Support Ltd (Dr Ali Tonks) we take privacy seriously.  We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services. This policy sets out how data is collected and processed using our website and when you access our services.

We encourage you to read this policy alongside any other privacy notices we might provide, so you are fully in the loop about how and why we use your information.

Who’s in charge of your data?

The controller of your data is Child and Educational Psychology Support Ltd and we can be contacted on:

·       Email address: [email protected]

·       Registered address: Penrose House, 67 Hightown Rd, Banbury OX16 9BE

Not happy with something?

Let’s chat and try to fix it. You have also got the right to talk to the Information Commissioner's Office (ICO) at (www.ico.gov.org.uk), but we hope to resolve any issues directly.

What type of data do we collect about you?

‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:

·       Identity details such as your full name and any allocated username and password.

·       Contact details such as your billing address and delivery address, email address, work address and telephone number.

·       Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

·       Financial information such as your bank account and payment card details.

·       Child details such as full name, date of birth, gender.

·       Special Category Data:  Includes information about your child’s health, including information about existing and previous medical health conditions, medication details and any other relevant health information to enable us to carry out our services to you.  We may also collect details about your race or ethnicity, religious or philosophical beliefs, cultural practices, sex life, sexual orientation, and genetic and biometric data) if you decide to share this with us on an online form or during any discussions with us.

·       Information about transactions like details about payments to and from you, and other details of services you have purchased from us.

·       Account details such as information about services used by you, and your interests, preferences, feedback and survey responses.

·       Usage information about how you use our website and services.

·       Marketing information such as your preferences on receiving marketing from both us and third-parties, along with your communication preferences.

Consents for Health Data:  We require your specific consent to process Special Category Data so, when you submit your details, we will ask you to confirm your consent to this processing.

How do we collect your personal data?

We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:

·       When you fill in any client forms (either via our website or sent directly from us to you);

·       Verbally during discussions;

·       Correspondence with us via post, phone, email or otherwise;

·       When you apply for our services;

·       When you subscribe to our publications;

·       When you request marketing communications to be sent to you;

·       When third-party service providers share data necessary for service delivery or improvement; or

·       When you give us feedback or contact us.

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed below this Privacy Policy.

We may also receive data from third-parties such as: 

·       Technical information from Analytics providers such as [Google Analytics, Google Ads or Meta].  

·       Search information providers such as [Google].  

·       Data from payment providers such as [Stripe, PayPal or other providers].

What happens if you don’t provide us with the required data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our holistic sleep support services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

What are the purposes for which we use your personal data?

The purposes for which we will be using your data include:

·       To register you as a new client.

·       To provide our services.

·       To process and deliver our services, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.

·       To manage our relationship with you e.g. to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.

·       To send you relevant marketing information about our services.

·       To administer and protect our practice and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

·       To deliver relevant website content to you.

·       To use data analytics to improve our website, services, marketing, client relationships and experiences.

·       To make suggestions and recommendations to you about services that may be of interest to you.

We rely on one or more of the following lawful conditions to process your data as outlined above:

·       To fulfil our contract with you;

·       For our legitimate interests;

·       To comply with legal obligations; or

·       Explicit consent.

In some scenarios, we will ask for your consent, especially for collecting special category data (like health data). We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data.  If you would like more information on the specific legal ground we are relying on please feel free to contact us.

Do we use Cookies?

Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser.  Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.

Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy, which can be accessed below this Privacy Policy.

Do we use your data for marketing purposes?

If we send you marketing communications and you no longer wish to receive them, you can opt out anytime by contacting us or clicking on the ‘unsubscribe’ button on our marketing communications.  Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our practice).

Do we use third-party links?

Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data.  We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Do we ever share your personal data?

We take your data's security seriously and only allow certain people to access it.  We may share your personal data with the parties set out below for the purposes as stated further above.

·       Service providers, acting as processors who provide IT and system administration services, including iCloud Drive for cloud based storage services; and FEA Create for our practice management software.

·       Professional advisers including lawyers, accountants, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

·       As an HCPC accredited clinician, we are obliged to consult with another mental health professional for supervision purposes.  This is to ensure we reflect and improve on our clinical skills.  When discussing clients in supervision we only refer to clients by their first name and identifiable information is minimised.

·       Sometimes we may need to share details with safeguarding teams.  When the information concerns risk of harm to the client or another person then we may need to disclose information about you without your consent for your own safety or for the safety of someone else. 

·       HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

·       Debt collection agencies in the event that payment is not received for services rendered. This will be done to recover any outstanding debts, and the debt collectors will process your data solely for this purpose.

All the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.

Do we ever transfer your data internationally?

We may transfer your data outside of the United Kingdom, but only when we can be sure it is protected. Many of our external third parties are based outside the United Kingdom and so their processing of your personal data will involve a transfer of data outside the United Kingdom. Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:

·       We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom.

·       Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

How secure is your data with us?

We have strong security measures in place to keep your personal information safe as outlined below. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.

Client records and communications are stored using iCloud Drive and FEA Create, a clinical management platform that offers secure, encrypted data storage. FEA Create uses secure servers and complies with GDPR requirements to ensure that all client information is protected and accessible only to authorised users.

In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.

What is our process for retaining your data?

We only keep your data as long as necessary for the reasons we collected it.

By law we have to keep medical information about patients for 7 years after treatment has finished. For any children we work with, we are obliged to retain the medical information until the child’s 25^th birthday. By law we have to keep basic information about or clients (including contact, identity, financial and transaction data) for six years after they cease being patients for tax purposes.

For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.

What are your legal rights in relation to your data?

You have the following rights regarding your personal data:

Access: You can request a copy of the personal data we hold about you. This is known as a "data subject access request."

Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.

Erasure:  You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.

Objection: In certain situations, you have the right to object to the processing of your personal data.

Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.

Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.

Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes and Contact

We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.

Thanks for reading our privacy policy. If you have any questions, please do not hesitate to contact us.

Cookie Policy

We are committed to ensure our website and the use of cookies, complies with UK laws on privacy and data protection.  This policy sets out the types of cookies we use, the exact cookies used on our website, whether we are using any third-party cookies, how you can control our use of cookies, what their expiry dates are and how you can get in contact with us for more information.

What are cookies?

Cookies are small files of information, usually containing letters and numbers, that websites store on your browser, or the hard drive of your computer. You must however agree to these cookies being stored for them to be stored on your device.

Our website needs to use these cookies so we can understand what works well with our website, and what we can do to improve. These cookies also allow us to distinguish you from other website visitors, helping us to provide you with a seamless experience on our site.

What type of cookies do you use?

We may use the following cookie types:

Essential Cookies – These can also be known as Strictly Necessary Cookies, and they’re very important for us to make sure our website runs as it should. As a result, these cookies are always automatically enabled, to make sure our website works sufficiently. Some examples of uses of essential cookies include the distribution of website traffic across multiple servers – without the website speed being affected, enabling the use of a checkout page and facilitating the checkout process. 

Analytical Cookies – These can also be known as Performance Cookies, and they gather information about how website visitors use a website. These cookies help us to keep count of the number of visitors on our website, and also helps us to understand how these visitors use our website. This enables us to understand what works well on our website, and what doesn’t work so well, so we can continuously improve the site for visitors.

Functionality Cookies – These make your experience on our website easier by remembering user preferences, and simplifying interactions.

Third-Party Cookies - Third party cookies are not set by us, but are set by other domains than the website you visit. These cookies are placed on website visitor’s devices by third-party outlets. Common examples of these third-parties can include social media platforms, analytical providers, and advertising networks. We have no control over the cookies third-parties use.

How can I control these cookies?

You are able to control your use of cookies on our website. You can do the following:

·       Reject all cookies

·       Select certain cookies you wish to use, and reject other cookies and;

·       Deactivate the use of third-party cookies

If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

Google Analytics also provide the option for you to opt out of being tracked by them across all websites you visit. To do so, we recommend visiting http://tools.google.com/dlpage/gaoptout

How do I ask you for more information?

If you’d like to learn more about our use of cookies, or if you have any questions, please get in touch with us on the following details:

[email protected]

We will ensure we get back to you as soon as we can.