Privacy Policy

Effective Date: October 2025

At TWA Psychology Collective Limited, your privacy is important to us. This Privacy Policy outlines how we collect, use, share, and protect your personal information when you engage with our services. By interacting with TWA Psychology Collective, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect personal information to deliver our services effectively. The types of data we may collect include:

1. Personal Information: – Clients: Name, contact details (email, phone number), age, gender identity, address, payment information (collected by our payment provider), GP name and practice, and any other relevant information provided during the intake process.
2. Sensitive Information: – Information related to your mental health, well-being, therapy goals, and any sensitive topics discussed in consultations, assessments, or on intake forms.
3. Automatically Collected Information: – Technical data such as your IP address, browser type, device ID, and related metadata may be automatically collected when accessing our website.

2. How We Use Your Information

We use your information for the following purposes:

• Therapist Matching: To connect clients with appropriate associate psychologists based on clinical needs and preferences.
• Service Delivery: To provide therapy services, schedule appointments, and maintain communication (e.g., mailing lists).
• Payments: To process billing and invoicing through secure third-party platforms.
• Support: To respond to queries and offer client support.
• Legal Compliance: To comply with regulatory and legal obligations.
• Service Improvement: To improve our services and website functionality.

3. Information Sharing and Disclosure

We respect your privacy and do not share your personal information without your consent unless legally or ethically required:

• Risk of Harm: If we believe you or someone else may be at risk of harm.
• Legal Duty: When required by law or in response to a legal request.
• With Consent: Where you have provided explicit consent to share information.
• Safeguarding: Where a child or vulnerable person may be at risk.

Your therapist will, where possible, discuss concerns with you prior to disclosure. However, this may not always be feasible depending on the urgency or nature of the situation.

Supervision:
As part of ethical practice, your therapist will attend regular clinical supervision. Identifiable details are not shared, and confidentiality is maintained within supervisory relationships.

4. Data Security

We implement appropriate physical, electronic, and administrative measures to protect your information. This includes encryption, secure data storage, and access controls. However, no system is entirely immune to breaches, and absolute security cannot be guaranteed.

5. Retention of Information

In line with UK GDPR and professional guidelines:

• We retain client records (including intake forms, anonymised notes, and consent agreements) securely using encrypted electronic storage systems, for seven years following the end of therapy. Access restricted to the practitioner only. 
• Personal contact details are removed after five years or earlier upon your written request.
• After seven years, all data is securely destroyed.

Working With Associate Practitioners

Where services are provided by associate or contracted practitioners, limited client information may be held by the practice for clinical governance, safeguarding, and administrative purposes. This may include high-level information such as dates of service, clinician details, and oversight records. Detailed clinical notes remain the responsibility of the practitioner unless otherwise agreed. All practitioners are required to adhere to HCPC or relevant professional standards and UK GDPR.

6. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Request corrections to inaccurate or outdated data.
• Request deletion of data (unless we have a legal duty to retain it).
• Withdraw consent (where applicable).

To exercise these rights, please email: info@twapsychology.co.uk

7. Complaints

If you are not satisfied with our response, you can complain to the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk

Phone: 0303 123 1113

8. Use of Cookies

Our website uses cookies and similar tracking technologies to enhance user experience, analyse site usage, and personalise content. You may adjust browser settings to disable cookies, though this may affect site performance.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy policies or content of external sites and recommend reviewing their privacy terms before use.

10. Updates to This Privacy Policy

We may amend this policy from time to time. Updates will be posted on our website with the latest effective date. Material changes may also be communicated via email or other channels.

11. Contact Us

For any questions, data access requests, or concerns about this policy, please contact:

TWA Psychology Collective Limited
Email: info@twapsychology.co.uk