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Privacy Notice

Dr Victoria Nielsen (BSc. Hons, MSc., PG Cert, DClinPsych)
Registered Clinical Psychologist (HCPC Reg. No: PYL042900)
Sensus Psychology / SensusPsychology@outlook.com / DrVictoriaNielsen@gmail.com

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ICO Registration: ZB995922​

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This privacy notice explains how I collect, use, and protect your personal information. I am committed to keeping your information safe and handling your information according to UK data protection law (UK GDPR and the Data Protection Act 2018). As a Clinical Psychologist practicing as a sole trader in private practice, I am the “data controller” for the information I collect about you.

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1. What information I collect

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I collect and store:

  • Basic details (name, date of birth, contact details, GP details)

  • Health information relevant to your care (background, presenting concerns, assessment and therapy notes)

  • Administrative information (invoices, correspondence, reports if agreed)

As I am providing psychological care, this includes “special category data” (sensitive health information).

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2. Why I collect your information

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I use your information to:

  • Provide safe and effective psychological services

  • Keep clinical records in line with professional and legal standards

  • Contact you about appointments and administrative matters

  • Share information with other professionals if necessary for your care (with your consent, unless there is a legal or safeguarding reason to do so without it)

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3. Lawful basis for processing

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Under UK GDPR, the lawful bases I rely on are:

  • Contract – to provide the psychological service you have requested

  • Legal obligation – to keep records as required by law or regulators

  • Legitimate interests – to manage and run my practice efficiently

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For special category health data, the condition is:

  • Provision of health or social care (Article 9(2)(h) UK GDPR)

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4. How your information is stored

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  • Paper notes are kept securely in locked storage.

  • Electronic records are stored on a secure system.

  • Only I have access unless sharing is necessary as outlined below.

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Retention: For adults, records are kept for 7 years after the last session and for adolescents, until the client turns 25 years of age (in line with professional guidance). Following this period, records are securely destroyed. This timeframe ensures records are available for continuity of care, professional disputes, legal claims and to meet insurance requirements.

 

5. Sharing your information

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I will not share your information with third parties unless:

  • You give consent (e.g. to liaise with your GP or another professional)

  • I am legally required to (e.g. a court order)

  • There are serious concerns about your safety or the safety of others (safeguarding)

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6. Your rights

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You have the right to:

  • Access the information I hold about you

  • Request corrections if something is inaccurate

  • Request erasure of your data (in some circumstances, though not where records must be kept for legal or professional reasons)

  • Restrict or object to how your data is used

  • Ask for your information in a portable format

If you wish to exercise these rights, please contact me directly.

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7. Complaints

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If you are concerned about how I handle your information, please contact me directly.
If you are not satisfied following our interaction, you can raise a complaint with the Information Commissioner’s Office (ICO):

 

Last updated: 22.09.2025

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