Last updated: June 2025

By submitting information, visitors to the Minds in Session website expressly consent to the use of such information as described in this privacy policy. If you enter the information which relates to someone other than yourself, you confirm that you have their expressed consent to our use of such information for the purposes set out in this Privacy Policy.

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1. INTRODUCTION

Minds in Session (“we”, “us”, “our”) is committed to protecting the privacy, dignity, and rights of everyone whose personal information we process. This Privacy Policy explains how we collect, use, store, and protect personal data across all our professional activities, including clinical services, coaching and organisational consultancy, training and education, research, and website operations.
We comply fully with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and relevant professional and regulatory standards, including those set by the Care Quality Commission (CQC), Health and Care Professions Council (HCPC), British Psychological Society (BPS), and Information Commissioner’s Office (ICO).

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2. DATA CONTROLLER

Jonathan Vince is the Data Controller responsible for the processing of personal data described in this policy.
Registered office: 1 King William Street, London W1U 3PD
Company number: 12932922
Email: info@mindsinsession.com
Telephone: 020 3375 6687
We are registered with the Information Commissioner’s Office (ICO) as a Data Controller.

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3. WHAT PERSONAL DATA WE COLLECT

We collect personal and special category data only as necessary for the provision of our services or to meet our legal obligations. The type and level of information collected will depend on the nature of your relationship with us.
Clinical and coaching clients: name, date of birth, contact details, health and psychological data, session records, and correspondence.
Organisational clients: job title, contact details, feedback and assessment data, and contractual information.
Training and education: registration details, qualifications, participation data, and evaluations.
Website and digital: form submissions, subscriptions, IP addresses, and cookies​

A cookie cannot read data off your hard disk or read cookie files created by other sites, and cookies do not damage your system. You can choose whether to accept cookies by changing your browser settings to reject them or to notify you when a website tries to send you a cookie. Rejecting cookies may affect your enjoyment of a website and prevent some features from operating as intended. We do not use single-pixel GIF images, sometimes referred to as "web bugs" or "web beacons".

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4. SPECIAL CATEGORY AND SENSITIVE INFORMATION

Where we process special category data, such as health, ethnicity, or sexuality, we do so lawfully under Article 9(2) of the UK GDPR, typically under:
- Article 9(2)(h): provision of health care;
- Article 9(2)(a): explicit consent; or
- Article 9(2)(f): legal claims.

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5. HOW WE COLLECT YOUR INFORMATION

We collect data directly from you or your representative, and occasionally from referrers, professionals, or public sources. All third-party data sharing is handled securely and lawfully.

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6. LAWFUL BASES FOR PROCESSING

Our lawful bases for processing include contract, legal obligation, public task, legitimate interests, consent, and health care provision, depending on the purpose. We maintain detailed records of processing to demonstrate compliance.

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7. HOW WE USE YOUR DATA

We use data to deliver services, communicate with clients, maintain accurate records, manage contracts and billing, train staff, meet regulatory obligations, and conduct audits and research. We do not use automated decision-making or profiling that produces legal or significant effects.

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8. SHARING YOUR INFORMATION

We share data only when necessary and lawful, such as with referrers, courts, regulators, subcontractors, or emergency services. All third parties are bound by data-processing agreements and confidentiality obligations.

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9. DATA STORAGE AND SECURITY

We use secure, encrypted systems and restrict access to authorised staff. Security measures include encryption, secure transfer protocols, access control, and regular audits. Data breaches are handled according to ICO requirements.

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10. DATA RETENTION

We retain data only as long as required for the original purpose or by law:
- Clinical records: 7 years from last contact (or until age 25 if under 18)
- Consultancy: 6 years
- Training: 6 years
- Financial: 7 years
- Job applications: 12 months
After expiry, data are securely destroyed or anonymised.

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11. INTERNATIONAL TRANSFERS

We primarily store data within the UK. If transferred abroad, we ensure adequate safeguards such as Standard Contractual Clauses and compliance with UK GDPR.

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12. YOUR RIGHTS

You have the right to access, correct, erase, restrict, object, and request portability of your data. You may withdraw consent at any time. Complaints can be raised with the ICO via www.ico.org.uk.

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13. CONFIDENTIALITY AND PROFESSIONAL STANDARDS

All registered psychologists are bound by professional codes of ethics under HCPC, BPS, and CQC. Confidential information is disclosed only when required by law, to prevent serious harm, or with explicit consent.

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14. CHILDREN AND YOUNG PEOPLE

We handle children's data in line with legal and ethical standards. Consent for children under 13 is secured from parents or guardians, and we clarify privacy rights using accessible language.

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15. WEBSITE AND COOKIES

We collect limited technical data when you use our website. We use cookies to enhance functionality and analytics.

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16. DATA BREACHES

If a data breach poses a risk to rights or freedoms, we will notify affected individuals and the ICO within 72 hours, as required by law.

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17. UPDATES TO THIS PRIVACY POLICY

We may update this policy periodically to reflect changes in law or our practices. The latest version will always be available on our website.

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18. CONTACT US

Data Protection Officer / Privacy Lead

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Dr Jonathan Vince 

General and Forensic Consultant Psychiatrist

1 King William Street, London

EC4N 7AF

Email: info@mindsinsession.com
Telephone: 020 3375 6687

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If you remain concerned, contact the Information Commissioner’s Office via www.ico.org.uk.