Privacy Notice (Fair Processing Notice)
City Psychology Group Ltd
1. Introduction
City Psychology Group Ltd ("we", "us", "our") is committed to protecting your privacy and handling your personal information lawfully, fairly and transparently.
This Privacy Notice explains how we collect, use, store and disclose your personal information when you engage our psychological, psychotherapy, counselling, coaching, assessment or related services.
We act as a Data Controller for the personal information we collect in connection with our services.
Contact Details
Email: contact@citypsychology.com
Telephone: 0330 333 2323
If you have any questions about this notice or your personal information, please contact us using the details above.
2. Information We Collect
We may collect and process the following categories of personal information:
Identification and Contact Information
- Name
- Date of birth
- Address
- Email address
- Telephone number
- Emergency contact details
Health and Special Category Data
- Mental health history
- Psychological assessments
- Clinical notes
- Treatment records
- Medical history relevant to psychological care
- Risk assessments
- Information disclosed during consultations
Administrative Information
- Appointment records
- Correspondence
- Referral information
- Insurance details (where applicable)
- Billing and payment information
Website Information
When visiting our website we may collect:
- IP address
- Browser type
- Device information
- Cookie data
- Website usage statistics
3. Why We Use Your Information
We process your personal information to:
- Provide psychological and mental health services
- Assess suitability for treatment
- Manage appointments
- Communicate with you
- Maintain clinical records
- Process payments
- Meet professional and regulatory obligations
- Manage complaints or legal claims
- Protect your welfare or the welfare of others
4. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases:
Article 6 UK GDPR
- Performance of a contract
- Compliance with legal obligations
- Legitimate interests
- Protecting vital interests
Article 9 UK GDPR (Special Category Data)
As health information is classified as special category data, we process it under:
- Article 9(2)(h): Provision of health care or treatment
- Article 9(2)(f): Establishment, exercise or defence of legal claims
- Article 9(2)(c): Protection of vital interests where necessary
Consent may be sought for certain activities, but clinical record keeping is generally processed under healthcare-related legal bases rather than consent.
5. Who We May Share Information With
We treat information as confidential. Information may be shared with:
- Clinicians and employees within City Psychology Group involved in your care
- Your GP or other healthcare professionals (where appropriate and authorised)
- Professional supervisors
- Clinical indemnity insurers
- Legal advisers
- Regulatory bodies
- Courts or law enforcement agencies where required by law
We will only disclose the minimum necessary information.
6. Limits to Confidentiality
Information may be disclosed without your consent where:
- There is a serious risk of harm to you or another person;
- Safeguarding concerns arise involving a child or vulnerable adult;
- We are required by law or court order;
- Disclosure is necessary for the prevention or detection of serious crime;
- Professional or regulatory obligations require disclosure.
Where possible, we will discuss disclosure with you first.
7. Record Keeping
We maintain clinical records to ensure safe and effective care.
Records may include:
- Referral information
- Session notes
- Assessments
- Clinical correspondence
- Risk assessments
- Reports prepared on your behalf
Records are stored securely using appropriate technical and organisational security measures.