Privacy Policy – Think Beyond
This Privacy Policy explains how Think Beyond collects, uses, stores and protects personal information provided by clients, website visitors and individuals who contact our service. We are committed to safeguarding your privacy and handling all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By accessing our services or website, you agree to the terms of this Privacy Policy.
1. Who We Are
Think Beyond is a psychological therapy and assessment service based in Stirling.
Data Controller: Dr Alexis Chalmers, Clinical Psychologist (Each clinician working with Think Beyond also acts as an independent Data Controller for their own clinical records.)
We may update this Privacy Policy periodically. Any changes will be published on our website.
2. What Personal Information We Collect
To provide safe, effective therapy and assessment, we collect only the information necessary for clinical care. This may include:
- Name, date of birth and contact details
- Address and GP information
- Emergency contact details
- Relevant medical, developmental or educational history
- Information shared during therapy or assessment
- Reports or correspondence from other professionals (with consent)
- Email or text communication
- Payment records (invoices, receipts)
We do not collect unnecessary or excessive information.
3. How We Collect Information
We collect personal information:
- Directly from you (email, phone, forms, consultation)
- From parents/guardians when working with children
- From other professionals, but only with your explicit consent
- Through our website (e.g., contact form, cookies — see below)
4. How We Use Personal Information
We use your information to:
- Provide psychological therapy or assessment
- Communicate with you about appointments
- Produce clinical notes, summaries, letters or reports
- Liaise with other professionals (with consent)
- Maintain accurate records in line with professional standards
- Process payments and maintain financial records
- Ensure safe, highquality clinical practice
We do not use your data for marketing or share it with third parties for commercial purposes.
5. Sharing Your Information
We will only share your information:
- With your explicit consent
- When required by law
- When there is a safeguarding concern or risk of serious harm
- With other professionals involved in your care (e.g., GP, school, psychiatrist), if you have agreed to this
We do not sell or pass your information to thirdparty organisations.
6. How We Store Your Information
We take data security seriously.
- Electronic records (clinical notes, reports, correspondence) are stored securely using GDPRcompliant practicemanagement software with encrypted access.
- Paper records (if used) are stored in locked cabinets in secure premises.
- Reports sent electronically are passwordprotected or sent via secure methods.
- Only authorised clinicians have access to your information.
7. How Long We Keep Your Information
We follow UK professional guidelines for record retention:
- Adult therapy/assessment records:
kept for 8 years after the end of therapy - Children’s records:
kept until age 25, or 26 if the young person was 17 at the end of therapy - Mental health records:
may be kept for up to 20 years after the end of treatment - Financial records:
retained for 7 years (HMRC requirement)
After this time, records are securely destroyed.
8. Your Rights Under UK GDPR
You have the right to:
- Be informed
about how your data is used - Access
your personal information (Subject Access Request) - Request correction
of inaccurate information - Request deletion
of your data (where appropriate) - Restrict processing
of your data - Object
to certain types of processing - Data portability
(where applicable)
To exercise these rights, please contact us. We may need to verify your identity before responding.
9. Website & Cookies
Our website is hosted in the UK and complies with GDPR requirements.
We use firstparty cookies and Google Analytics to understand how visitors use our site. This helps us improve accessibility and user experience.
We do not use thirdparty advertising cookies.
You can disable cookies in your browser settings if you prefer.
10. Payment Information
We keep records of invoices, payments and receipts for accounting purposes. This information is stored securely and retained for 7 years in line with HMRC requirements.
We do not store card details.
11. Where We Send Information
We may send reports or letters:
- Directly to you
- To professionals involved in your care (with consent)
- To organisations where legally required
All electronic documents are sent securely and/or passwordprotected.
12. How to Access or Correct Your Information
You can request access to your records by contacting us directly. We aim to respond within 30 days.
If any information is incorrect, we will update it promptly.
13. How to Request Deletion of Your Information
If you wish your data to be deleted, we will assess whether we are legally required to retain it (e.g., for HMRC or clinical recordkeeping obligations). If deletion is appropriate, we will do so without undue delay.
14. Complaints About Data Handling
If you have concerns about how your data has been handled, please contact us directly.
If you remain dissatisfied, you can contact the Information Commissioner’s Office (ICO): www.ico.org.uk
15. Contact Us
For questions about this Privacy Policy or your personal data:
Dr Alexis Chalmers
Think Beyond
📞 07790 549151 📧 thinkbeyondpsychology@proton.me
Email checked Monday–Friday, 9am–5pm.