Privacy Policy
Welcome to the Roots Mental Health Ltd. privacy policy:
Roots Mental Health Ltd. takes the privacy rights of all its clients seriously and adopts a high standard of compliance and confidentiality when dealing with your data. Roots Mental Health Ltd. wants you to understand that this is a safe place to discuss your feelings and concerns and Roots Mental Health Ltd. operates in a highly confidential environment.
This privacy policy details how Roots Mental Health Ltd. will use the personal data collected from you when you enter details into our website and access therapeutic support via our services. If you decide to access our services fully after submitting an online query (for assessment or treatment), you will be required to sign a contract which provides more detail on issues such as therapeutic notes.
Roots Mental Health Ltd is run by Tatum Aspeling, Clinical Psychologist, and offers assessment and treatment of adults experiencing mental health difficulties. Tatum Aspeling is the data controller for Roots Mental health Ltd. and she is registered with the Information Commissioner’s Office (ICO) under the membership number ZA791614. Tatum Aspeling's Health and Care Professions Council (HCPC) registration number is PYL37951.
Contact Details:
Full name of legal entity: Tatum Aspeling, trading as Roots Mental Health Ltd.
Email address: info@rootsmentalhealth.co.uk
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at info@rootsmentalhealth.co.uk
What data do we collect?
Personal data means any information capable of identifying an individual. It does not include anonymised data. We may process the following categories of personal data about you:
Communication Data: When you initially make an enquiry about our services, we will collect personal details such as your name, phone number, address and email address, age, gender and some details about presenting concerns. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
Customer Data: This includes data relating to any purchases of services and/or goods such as your name, title, billing address, delivery email address, phone number, contact details, referral source, purchase details and your card details. We process this data to supply the services and/or goods you have purchased, to carry out invoicing and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
User Data: This includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and /or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical Data: This includes data about your use of our website and online services such as your IP address, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and decide our marketing strategy.
Sensitive Data: We need to collect the following personal data about you and any services you receive from us, which is known as special category data under the law, meaning that it must be handled even more sensitively. This may include the following:
Your name, date of birth, gender, ethnicity and education.
Details of the mental and physical health of people within your family, including information about any health or social case you may have received from other providers such as GPs, counsellors or hospitals, as well as medications administered.
Background information relevant to the presenting problem such as family relationships and early development.
Assessment, treatment and consultation notes, including letters, notes, assessments and questionnaires associated with any support we offer.
We have a legitimate interest in using this data as clinical psychologists to provide psychological assessment and intervention, in accordance with the guidelines of our governing body. We will only use your data for the purpose of providing these services to you and for processing payment for these services.
We require your explicit consent for processing sensitive data, so when you submit your details, we will send you a further communication asking for you to confirm your consent to this processing.
How do we collect your data?
The information will be provided by yourself directly to Roots Mental Health Ltd., via online enquiry, email, telephone call or face to face/online session. Online inquiries are emailed directly to Tatum Aspeling via a GDPR compliant email server. With your explicit consent. We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our Cookie Policy for more details about this.
How will we use your data?
We will use the information provided only to ensure we provide you with the best possible support. A thorough history is necessary for this. We will use your personal information to contact you to arrange sessions and payments.
Who will we share your data with?
We take the protection of sensitive data very seriously. In administering services and adhering to professional and regulatory guidelines, we may have to share your personal data with the parties set out below:
Outside organisations that are directly involved in your care, for example, your GP. The process of transmitting information will always be in accordance with GDPR rules (for example, using encrypted software).
Clinical psychologists are required to have regular supervision to maintain high standards, and so data may be shared with a supervisor. Steps will be made to protect your identity. We use first names only and do not share identifying details with our external supervisors.
We sometimes use a third party associate clinical psychologist to carry out work for our clients. You will be notified if your case is being referred to a third party. We have a confidentiality and data sharing provisions in place with all our associates, and you will have the opportunity to review the associates Privacy Policy in advance of your case being transferred.
Service providers who provide IT and office administration services; online video providers such as Microsoft Teams; online analytics providers such as Google Analytics; professional advisors including lawyers, bankers, auditors and insurers; government bodies that require us to report processing activities.
We require all third parties to whom we transfer your data to respect the security of your personal data and treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
If risk or safeguarding concerns arise they may need to be shared without consent, but you will be informed of this beforehand.
We will never use or share your personal information for marketing purposes.
International Transfers
We are subject to the provisions of the General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:
We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data by; or
If we use US-based providers that are part of UK regulator approved privacy framework we may transfer data to them, as they have equivalent safeguards in place; or
Where we use certain service providers who are established outside of the UK, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe.
If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
How will your data be stored?
Electronic copies of your personal data and session notes will be stored by Roots Mental Health. These are kept on Microsoft servers via their secure and encrypted online system. We do not keep paper copies of any notes. Notes taken during session are shredded within 48 hours and replaced with an electronic copy.
All notes will be stored for seven years.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
Data Retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For example, mental health records are subject to special legislation and must be securely retained for a minimum of 7 years for adults.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised used or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Where personal information is shared in an inquiry and you do not proceed with any further services from us, all personal data will be deleted.
What are your data protection rights?
Under data protection laws you have rights in relation to your personal data that include the following rights:
The right to access – You have the right to request copies of your notes. Please discuss this with your psychologist, who may need to discuss it with their governing body, the HCPC.
The right to rectification – If you feel roots Mental Health Ltd. has factually inaccurate information about you, you have the right to request that we make amendments to the documentation accordingly.
The right to erasure – You have the right to request that all of your notes are deleted. This would need to be discussed with the HCPC to ensure best practice guidelines are being adhered to.
The right to restrict processing – If you wish to end your work with us, we will no longer keep notes. In exceptional circumstances we may still need to liaise with other professionals to ensure safety is maintained.
The right to object to processing – You have the right to object to us processing your personal information, under certain conditions, but this would need to be discussed with us at the earliest opportunity as it is a key requirement of our work.
The right to data portability – Should you wish for your data to be transferred to another service, we will be happy to provide a summary of your involvement with us.
You can more about these rights at:
If you make a request in line with the above rights, we have one month to respond to you. Please contact us on info@rootsmentalhealth.co.uk.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
If you have any questions about your data protection rights, please contact us via email on info@rootsmentalhealth.co.uk
How can I make a complaint?
If you are not satisfied with how we have managed your data, or our response to any concerns, please contact us in the first instance via email at info@rootsmentalhealth.co.uk. If you wish to escalate your concern from there, you can contact the Information Commissioner’s Office (ICO) on their website https://ico.org.uk/make-a-complaint/
Third-Party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links to enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
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