Privacy Policy

Privacy Policy for Otter Psychology

Effective Date: 20.04.2026
Last Updated: 20.04.2026

1. Who We Are

Otter Psychology provides psychological therapy, assessment, and related mental health services for adults, children, young people, and families. Services may be delivered in person or remotely using secure online platforms.

We are committed to protecting your privacy and handling your personal information in accordance with:

• The UK General Data Protection Regulation (UK GDPR)
• The Data  Protection Act 2018
• The Health and Care Professions Council (HCPC) Standards of Conduct, Performance and Ethics
• Relevant safeguarding legislation and professional guidance

For the purposes of data protection law, Otter Psychologyis the data controller of your personal information.

Contact Details:
Otter Psychology
Email: emily@otterpsychology.co.uk

2. Services We Provide

Otter Psychology may provide the following services:

• Psychological therapy for adults
• Psychological therapy for children and young people
• Family therapy or parent consultations
• Psychological assessments
• Psychological reports and recommendations
• Online therapy sessions
• Consultation with parents, carers, schools, and professionals
• Risk and safeguarding assessments

These services may involve working with multiple individuals connected to the same case (for example, a child and their parent or carers or social worker).

3. Our Professional and Legal Responsibilities

As a registered Practitioner Psychologist, we are required to:

• Maintain accurate and secure records
• Protect client confidentiality
• Obtain appropriate consent
• Act in the best interests of service users
• Protect children and vulnerable individuals
• Share information where there is a safeguarding concern
• Keep records in line with professional and legal requirements

These responsibilities arise from the HCPC Standards of Conduct, Performance and Ethics and safeguarding legislation.

4. What Information We Collect

We may collect and process the following types of personal data:

Personal Identification Information

• Name
• Date of birth
• Address
• Email address
• Telephone number
• Emergency contact details
• Details of parents or carers (for children)

Health and Clinical Information (Special Category Data)

• Medical and mental health history
• Developmental history (for children)
• Therapy session notes
• Assessment results
• Psychological reports
• Risk and safeguarding information
• Family or relationship information relevant to care

Information About Parents, Carers, and Families

When working with children or families, we may collect information about:

• Parents or carers
• Family members
• Guardians or individuals with parental responsibility
• Educational professionals (e.g., teachers or SEN staff)

We only collect information that is necessary to provide safe and effective services.

5. Working with Children and Families

When services involve children or young people:

• Consent will usually be obtained from a person with parental responsibility
• Where appropriate, the child or young person will also be involved in decisions about their care
• Information may be shared with parents or carers where this is in the child’s best interests
• Confidentiality will be respected as far as possible while ensuring safety

In some situations, information may be shared without consent if:

• There is a safeguarding concern
• There is risk of significant harm
• We are required to do so by law

These decisions are made in accordance with safeguarding guidance and professional standards.

6. How We Collect Your Information

We collect information in the following ways:

• When you contact us to enquire about services
• When you complete intake forms or assessments
• During therapy or assessment sessions
• Through communication with parents, carers, or family members
• From third parties (e.g., GP, school, referrer) with consent
• Through secure online systems used to deliver services

7. Online Therapy Services

Where therapy is delivered online, we take steps to ensure privacy and safety.

This includes:

• Using secure, privacy-compliant video platforms
• Protecting confidentiality during remote sessions
• Ensuring appropriate identity and consent procedures
• Maintaining secure clinical records

Online therapy may involve additional considerations, including:

• Risks related to technology or internet connectivity
• The need for a private and safe environment
• Limitations in responding to emergencies remotely

Clients and families are encouraged to:

• Use a private space for sessions
• Protect passwords and devices
• Inform the psychologist of their location during sessions if required for safety

Sessions are not recorded unless explicit consent is provided.

8. Legal Basis for Processing Your Data

We process personal data in accordance with the UK GDPR.

Our lawful bases include:

• Provision of health care or treatment (Article 9(2)(h))
• Contractual necessity
• Legal obligation
• Legitimate interests (practice management)
• Consent, where required

9. Confidentiality and Information Sharing

Your information is treated as confidential in accordance with professional ethical standards.

However, confidentiality may be breached where necessary to protect safety.

This may include sharing information with:

• Parents or carers
• General Practitioners (GPs)
• Schools or educational services
• Social services or safeguarding authorities
• Healthcare professionals
• Supervisors
• Courts or legal authorities

We only share information that is necessary and proportionate.

10. Professional Supervision

Psychologists are required to participate in professional supervision to ensure safe and effective practice.

Information discussed in supervision:

• Is treated as confidential
• Is shared on a need-to-know basis
• Is anonymised wherever possible

Supervision is a professional requirement under HCPC standards.

11. Data Storage and Security

We take appropriate technical and organisational measures to protect your information.

These include:

• Secure electronic record systems
• Password-protected and encrypted devices
• Secure storage of paper records
• Restricted access to authorised personnel
• Regular review of data protection procedures

12. How Long We Keep Your Information

We retain records in accordance with professional and legal guidance.

Typical retention periods:

• Adult client records: retained for 7 years after the end of services
• Children’s records: retained until the child reaches age 25
• If services end at age 17: records retained until age 26

Records may be retained longer if required for safeguarding or legal reasons.

13. Your Data Protection Rights

Under UK data protection law, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data (where legally permitted)
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where applicable

14. Complaints

If you have concerns about how your information is handled, you can contact us directly.

You also have the right to complain to:

Information Commissioner’s Office (ICO)
Website: https://www.ico.org.uk
Phone: 0303 123 1113

You may also contact the Health and Care Professions Council (HCPC) regarding professional conduct.

15. Changes to This Privacy Policy

We may update this policy to reflect changes in:

• Legal requirements
• Professional standards
• Practice procedures

The latest version will always be available on request or on our website.

16. Contact

If you have questions about this privacy policy or how your information is handled, please contact: emily@otterpsychology.co.uk