This notice is to help you understand how and why Dr Julian Medical Group Limited (Dr Julian) collects your personal information and what we do with that information. It also explains the decisions that you can make about your own information. Your privacy is important to us so we will always securely look after the information which you provide.
Any reference in this notice to "we" or "us" means Dr Julian.
If you have any questions about this notice please email us at firstname.lastname@example.org
Dr Julian is a website platform and apps that enables you to book a consultation with a mental health professional (such as a therapist or counsellor) and this notice explains how your personal information is used by the mental health professional and others through the Dr Julian platform.
Personal information is information about you from which you can be identified. This includes information such as your name, date of birth, gender, telephone number, email and postal addresses. As well as things like your GP's details, appointment histories and the names of the mental health professionals who you have seen.
When you sign up/register with Dr Julian we ask you to provide us with certain information, such as your name, email address and date of birth. If you are referred to us by the NHS, your employer or a third party such as an Occupational Health Business, a Health Insurer or similar, this information may be provided by them. They may also provide us with reports on the background to your referral. We must have this information so that we can enter into an agreement with you to give you access to the Dr Julian platform and ensure we can properly identify you.
You then provide further information such as your post code, telephone number and details of your GP's surgery when you book an appointment. We need this extra information because it makes it easier for us to look after you if you are at risk of harm.
Dr Julian does not keep your payment information, including your name, credit or debit card number, card expiration date, CVV code and billing address. Instead we use another specialist organisation, Stripe, to keep these secure. Note that third-party payment processors may retain this information in accordance with their own privacy policies and terms.
During your appointment with the mental health professional we anticipate that you may provide information about your health and wellbeing, mental history, family and personal circumstances and so on which is in addition to any provided on referral.. This information is used by the mental health professional as part of the therapy you have chosen. How much information you provide is your choice but the more you provide the easier it will be for the mental health professional to support you.
In addition we will tell your mental health professional the time and date of your provisional and confirmed appointments with them and they will be given your name. The mental health professional will also have access to your user profile (part of your user record) that contains additional information, which you or others may have provided about yourself (such as full name, date of birth, gender, email address, GP details, phone number, referral information etc).
You can fill in health questionnaires on the Dr Julian platform which assess your issues. Your mental health professional will be able to see your responses and these will form part of your user records.
The mental health professional will keep a record of your consultation which will be held on the Dr Julian platform as part of your user records. If you have a text based appointment or exchange messages with your mental health professional these details will also be stored on the platform. The mental health professional may also make their own separate record.
Before you see a mental health professional they will have access to your records created by any previous mental health professional and they will retain access to these records after your appointment with them. This is to allow them to understand the treatment already given and to provide better care.
If you do not see a mental health professional again, they will not be able to see any records of future appointments with different mental health professionals.
Your mental health professional may discuss your case with their supervisor. This is to make sure that you are provided with good quality care.
We will use your information to confirm that you have booked appointments and to send you reminders and other communications about these appointments.
Dr Julian might use your information if you want to cancel an appointment and in order to give you a refund if appropriate.
We may monitor your use of the platform to improve our services to you and to provide you with details of our services.
We will need to use your information if you choose to exercise any of your data protection rights. These are detailed in the section "what decisions can you make about your information?" below.
We will use your information to keep you up to date, and remind you, about our services, special offers and improvements to our website platform.
Dr Julian may use anonymised information for research purposes. It will not be possible to identify you from this information.
The information that you tell your mental health professional is kept confidential unless there is a very good reason for sharing it. Certain qualified professionals within the Dr Julian organisation will have access to your consultation records for the purposes of quality control and the audit of our mental health professionals. Administration staff will also have access to certain of your information in order that we can manage our relationship with you.
If we, or the mental health professional, think that there is a severe risk that you might harm yourself, or someone else, we or the mental health professional must tell the appropriate people such as your GP or another health professional. In most cases we, or the mental health professional, will try to tell you in advance that we need to share your information.
We may also need to share your information as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority (including for the avoidance of doubt, the General Medical Council). If your treatment has been funded, directly or indirectly, by the NHS we will share the details of your treatment and user record with them and, as appropriate, your GP and your medical team.
We may also need to share your information if you make a complaint against a mental health professional or raise a concern. We will investigate and as part of this investigation we may need to look at the notes the mental health professional has made about you and share some of the information with third parties such as the regulator, insurers or professional advisors.
If you have been referred to Dr Julian by your employer as part of an Employee Assistance/ Health Insurance Programme we will NOT share any information with your employer, including the fact that you have had an appointment, unless you have consented. If however the referral is for the purpose of an Occupational Health Assessment then we will provide a report to them based on your consultations and user record.
If you have been referred by a Health Insurer we will provide them with access to your user record and provide reports on your consultations.
We transfer information to our IT service provider who process it for us, based on our instructions and in compliance with this policy and any other appropriate confidentiality and security measures.
We keep your information for only as long as we need to in accordance with our legal and regulatory requirements, the professional bodies to which our mental health professionals belong and only if appropriate those of the General Medical Council (20 years).
These retention periods apply to how long your mental health professional (or mental health professionals if you have had more than one) can access your information through the Dr Julian platform as well.
Occasionally, we may retain your information for longer, for example, if there is an unresolved complaint.
This section sets out the legal grounds for using your information:
Information about your health and wellbeing
Information which is not about your health and wellbeing (such as your name and contact details)
Data Protection Legislation gives you a number of rights regarding your information. Your rights are as follows:
If you have any questions, suggestions or concerns about this policy, or about our use of your information, please contact us at email@example.com
This Privacy Notice is to explain how we look after your personal information.
Please email us at firstname.lastname@example.org if:
If you consider that we have not acted properly when using your personal information you can contact the Information Commissioner's Office at www.ico.org.uk.
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When you use and access Dr Julian, we may place a number of cookie files in your web browser.
We use both session and persistent cookies on Dr Julian and we use different types of cookies to run Dr Julian.
We may use essential cookies to authenticate users of Dr Julian and prevent fraudulent use of users accounts.
You can control and/or delete cookies as you wish.
You can delete all cookies that are already stored on your computer and you can set most modern browsers to prevent them from being placed. If you do this however, you may have to manually adjust some preferences every time you visit a site and some services and functionality may not work.
Dr Julian Medical Group Limited
21 Portman Close, London, W1H 6BR
Effective Date 08/10/2019