Our privacy notice.

Verism Ltd

Privacy Notice

Your privacy is very important to us. You can be confident that we adhere to current data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003.

This Privacy Notice explains how Verism Ltd ("we", "us", "our") collects, uses, stores and protects your personal information. It applies to individuals who:

• Enquire about or access our counselling and psychotherapy services;

• Attend workshops, training, or events;

• Rent or enquire about renting rooms within our premises; and

• Otherwise contact us in relation to our services.

We are happy to discuss any questions you may have about this Privacy Notice. You can contact us at:

Verism Ltd
Global Link Office 31

Dunleavy Drive

Cardiff

CF11 0SN

Company Number: 17188610

ICO Registration Number: ZC176078 

As the data controller, we are responsible for deciding how personal information is collected, used and stored.

Our Lawful Basis for Processing Personal Information

Under UK GDPR, we must have a lawful basis for processing personal information.

For counselling and psychotherapy services

Where you are receiving therapy, or have contacted us to enquire about therapy, we process your personal information because it is necessary for the performance of a contract, or to take steps at your request prior to entering into a contract.

Where we process special category data (such as information about physical or mental health), our lawful basis is that the processing is necessary for the provision of health or social care services and for the establishment, exercise or defence of legal claims where applicable.

When therapy has ended, we retain records under our legitimate interests in maintaining professional records, meeting insurance requirements and responding to any legal or regulatory enquiries.

For room hire and tenancy arrangements

Where you rent, enquire about renting, or otherwise use our premises, we process your personal information because it is necessary for the performance of a contract or to take steps prior to entering into a contract.

We may also process information where necessary for our legitimate interests in managing bookings, maintaining security, administering our premises and complying with legal obligations.

How We Use Your Information

Initial Contact

When you contact us with an enquiry about counselling, psychotherapy, room hire, workshops or other services, we collect information necessary to respond to your enquiry.

This may include:

• Name

• Address

• Telephone number

• Email address

Depending on the nature of your enquiry, we may collect additional information relevant to the service requested.

Information Collected for Therapy Services

Where you access counselling or psychotherapy services, we may collect:

• Name

• Date of birth

• Home address

• Telephone number

• Email address

• Emergency contact details

• GP surgery details

• Relevant health information

• Information relating to your therapy and wellbeing

Information Collected for Room Hire

Where you hire a room or use our premises, we may collect:

• Name

• Business or organisation name (where applicable)

• Address

• Telephone number

• Email address

• Booking information

• Payment and invoicing information

• Emergency contact details where appropriate

We only collect information that is necessary for the administration and management of room hire arrangements.

Confidentiality and Therapy Records

Everything discussed within therapy is treated as confidential.

Confidentiality may only be broken in exceptional circumstances, including:

• Where you request or consent to disclosure;

• Where disclosure is required by law or court order;

• Where there is a safeguarding concern involving a child or vulnerable adult;

• Where there is a serious risk of harm to yourself or another person;

• Where disclosure is necessary to prevent serious crime or comply with legal obligations.

Where possible, we will seek to discuss any disclosure with you before taking action, unless safeguarding or legal requirements prevent this.

Therapeutic Executor

In the event of the death, incapacity or other unforeseen circumstances affecting a therapist's ability to continue providing services, limited client contact details may be shared with the appointed Therapeutic Executor.

The Therapeutic Executor will only use this information to notify current clients and, where appropriate, signpost them to alternative support. This information will not be used for any other purpose.

Storage of Records

Personal information is stored securely using appropriate technical and organisational measures.

Electronic records are stored on password-protected systems and devices.

Paper records, where maintained, are stored securely and accessible only to authorised personnel.

We retain only the information necessary for the provision and administration of our services.

Retention of Records

Therapy Records

Therapy records are retained for seven years following the end of therapy unless a longer retention period is required by law, insurance providers, safeguarding obligations or professional guidance.

After this period, records are securely destroyed.

Room Hire Records

Room hire and associated business records are retained for as long as necessary to fulfil contractual, legal, accounting and insurance requirements. Financial records may be retained for up to seven years in accordance with HMRC requirements.

Your Rights

Under UK GDPR, you have the right to:

• Access the personal information we hold about you;

• Request correction of inaccurate information;

• Request erasure of your personal information in certain circumstances;

• Restrict processing in certain circumstances;

• Object to processing based on legitimate interests;

• Request data portability where applicable;

• Lodge a complaint with the Information Commissioner's Office (ICO).

Further information about your rights can be found at www.ico.org.uk.

Complaints

Complaints can be submitted:

By email: admin@verism.co.uk

By post:

Verism Ltd

Global Link, Office 31

Dunleavy Drive

Cardiff

CF11 0SN

Please provide enough information for us to understand your concern and investigate it.

We may need to ask for further information or reasonable evidence of your identity before disclosing personal information or completing our investigation.

We will:

• acknowledge receipt of your complaint within 30 days;

• take appropriate steps to investigate your complaint without undue delay;

• keep you informed where the investigation is ongoing; and

• explain the outcome of the complaint and any action we have taken without undue delay.

You may also complain to the Information Commissioner’s Office at any time. You do not have to wait for us to complete our investigation before contacting the ICO.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, working practices or legal obligations.

The latest version will be made available through our website or provided on request.

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals.