PRIVACY POLICY

Creatives in Mind

Client Privacy Notice

Last updated: August 2026

This Privacy Notice explains how Creatives in Mind and Kirstie Wright collect, use, store and protect personal information when you enquire about or receive psychological therapy.

It applies to information collected during enquiries, assessment, therapy and related administration.

1. Who is responsible for your information?

The person responsible for your personal information is:

Kirstie Wright / Creatives in Mind

Email: kirstiewright@creativesinmind.org

Postal address: Unit 117588, PO Box 6945, London, W1A 6US

Creatives in Mind is registered with the Information Commissioner's Office (ICO): ZA506246.

2. What information do I collect?

Depending on your relationship with Creatives in Mind, I may collect:

• your name and date of birth;

• contact details;

• address;

• appointment information;

• information about your mental and physical health where relevant to therapy;

• information about your therapy goals, difficulties, history and treatment;

• relevant information provided by you or another healthcare professional;

• questionnaires and therapy materials;

• correspondence with you;

• information about GP or other healthcare professionals where relevant;

• insurance and payment information;

• records of consent and permissions you provide; and

• information required to manage and administer the therapy service.

I aim to collect only information that is reasonably necessary for the purposes described below.

3. Health information

Information about your physical or mental health is special category personal data under UK data protection law and receives additional protection.

I process health information where this is necessary to assess, provide and manage psychological therapy and related healthcare services.

The processing of health information requires both a lawful basis under Article 6 of the UK GDPR and an appropriate special-category condition under Article 9. The lawful basis is for performance of a contract and to provide health and social care.

4. Why do I use your information?

I use your personal information to:

• respond to enquiries;

• arrange and manage appointments;

• assess your needs;

• provide psychological therapy;

• maintain appropriate clinical records;

• communicate with you about your therapy;

• provide reports where requested and appropriately authorised;

• communicate with your GP, insurer or another professional where appropriate and lawful;

• process payments and insurance claims;

• meet applicable legal, professional and accounting requirements;

• manage complaints and concerns;

• maintain appropriate standards of clinical practice and supervision; and

• protect the security of my systems and services.

I will not use your therapy information for unrelated purposes without a lawful basis and, where required, appropriate consent.

5. Confidentiality and information sharing

Information shared during therapy is treated as confidential, subject to the limits described in your Therapy Agreement.

Information may be shared where:

• you have asked or authorised me to share it;

• it is necessary for your care and there is an appropriate lawful basis;

• there is a serious concern about your safety or someone else's safety;

• safeguarding concerns arise;

• disclosure is required by law, court order or another legal obligation; or

• another lawful and compelling basis for disclosure applies.

Where appropriate and safe, I will discuss information sharing with you before it takes place.

6. Clinical supervision

I receive professional clinical supervision.

Relevant aspects of clinical work may be discussed with a supervisor for the purposes of professional support, safe practice and quality assurance.

I will take reasonable steps to minimise identifying information when discussing your therapy in supervision.

Therapy sessions are not routinely recorded.

If a session is to be recorded, I will ask for separate and specific consent before doing so.

7. Who may receive your information?

Depending on the circumstances, information may be shared with:

• your GP or another healthcare professional involved in your care;

• your private medical insurer where necessary to administer your treatment;

• professional supervisors;

• professional advisers such as an accountant where necessary;

• payment providers;

• IT, email, practice-management and online therapy providers;

• regulators, professional bodies or authorities where legally required; and

• other service providers who need limited information to provide services to Creatives in Mind.

I will only share information that is reasonably necessary for the relevant purpose.

Where another organisation processes information on my behalf, I take reasonable steps to ensure that appropriate contractual and security arrangements are in place.

8. Email, telephone and text communication

I may use email, telephone and text messaging to communicate with you about appointments and your therapy.

Electronic communications cannot be guaranteed to be completely secure once they leave the systems used to send them.

Please avoid including highly sensitive clinical information in ordinary email or text messages unless we have specifically agreed an appropriate method of communication.

You can tell me if you have particular communication preferences.

I use gmail and the online video clinical practice service of writeup for online appointments. Please see their privacy policy. Gmail: https://policies.google.com/privacy?hl=en-US

Writeup https://www.writeupp.com/privacy?utm_medium=cpc&utm_source=google&utm_campaign=WU_UK_Brand&utm_content=WU_UK_Brand_Brand&utm_term=writeupp&gclid=CjwKCAjwpqHTBhAcEiwAj2AfurTyezlIhNlnTxHnZn97tGBLWMODujX2eNfRUBRnp0bzYY4oW5jS_BoCx-gQAvD_BwE

9. Online therapy and technology providers

Online therapy and the administration of therapy may involve specialist technology providers, such as practice-management, video-conferencing, email, document-storage or payment systems.

I select providers with appropriate security and data protection arrangements and only use personal information where necessary for the relevant service.

Some providers may process information outside the UK and that appropriate UK GDPR safeguards will be used. Please see the privacy policies of gmail our email service and writeeup the clinical management system we use to store your details and facilitate online appointments above.

10. Website information

The Creatives in Mind website may collect information when you contact me through an online form or otherwise interact with the website.

Website analytics and cookies are dealt with separately in the Creatives in Mind Cookie Notice.

11. Marketing

Your therapy records will not be used for direct marketing.

If you choose to subscribe to a Creatives in Mind newsletter or other marketing communication, your contact information may be used for that purpose in accordance with applicable electronic marketing and data protection rules.

You can unsubscribe from marketing communications at any time.

12. How I protect your information

I take reasonable technical and organisational measures to protect personal information against:

• unauthorised access;

• accidental loss;

• inappropriate disclosure;

• alteration; and

• destruction.

Access to clinical information is restricted to those who need it for legitimate professional or administrative purposes.

13. How long is information retained?

I retain information only for as long as reasonably necessary for the purpose for which it was collected, taking into account clinical, professional, legal, insurance and accounting requirements.

Different types of information may therefore be retained for different periods.

My retention schedule distinguishes between clinical records, financial records, enquiry information, consent records and other administrative information.

When information is no longer required, it will be securely deleted or otherwise disposed of.

Clinical records

Retain for 7 years after therapy ends, based on my professional/insurance/legal requirements

Enquiry information where therapy doesn't begin

Delete after 3 months

Financial/tax records

Retain for the period legally required of 7 years

Consent records

Retain for 7 years

Marketing subscriptions

Until unsubscribe/withdrawal, subject to applicable rules

14. Your data protection rights

Depending on the circumstances and applicable exemptions, you may have rights including:

• the right to be informed about how your information is used;

• the right to request access to your personal information;

• the right to request correction of inaccurate information;

• the right to request erasure in certain circumstances;

• the right to request restriction of processing in certain circumstances;

• the right to object to certain processing;

• the right to data portability where applicable; and

• the right to withdraw consent where processing is based on consent.

Some of these rights are subject to legal exceptions and do not apply in every circumstance.

To exercise your rights, contact:

kirstiewright@creativesinmind.org

I may need to verify your identity before responding to a request.

I will normally respond to a valid request within one month, although this may be extended where permitted by law.

15. Complaints

If you have concerns about how your personal information has been handled, please contact me first so that I have an opportunity to address your concern.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about the ICO and how to complain is available at ico.org.uk.

16. Changes to this Privacy Notice

I may update this Privacy Notice from time to time to reflect changes in law, professional practice, technology or the services provided by Creatives in Mind.

The latest version will be made available to current clients and can be found on my website.

Last updated: August 2026

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