Privacy Notice

1. Who is responsible for your information

Open Mind Therapy Limited is the data controller for personal information connected with enquiries, assessment, psychotherapy, appointments, payments and practice administration.

Company: Open Mind Therapy Limited, Company No. 16555716, registered in England and Wales
Registered office: 2 Cronin Street, London, SE15 6JJ
Data-protection contact: Ricardo Arroyo Dans, professionally known as Ricardo Dans
Email: info@openmindtherapy.org
ICO registration: Open Mind Therapy Limited is registered with the Information Commissioner’s Office.

2. What information may be collected

Information may include identity and contact details; enquiry and referral information; relevant personal, relational, health and therapy history; assessment, formulation and clinical notes; risk and safeguarding information; outcome-measure responses; appointment and attendance information; contracting and consent records; invoices, payment status and limited payment-reference information; and proportionate technical or security logs.

Therapy records may contain health information and other special-category data where this is relevant to the work.

3. Why information is used

Information is used to respond to enquiries, assess suitability, provide psychotherapy safely and ethically, maintain proportionate clinical records, manage risk and safeguarding, arrange appointments, administer fees and payments, obtain confidential clinical supervision, respond to complaints or legal matters, and meet professional, accounting, tax and regulatory responsibilities.

4. Lawful bases

Open Mind Therapy does not rely on one blanket consent for routine therapy records. Depending on the activity, processing may be necessary to take steps before entering a contract, perform the therapy contract, meet legal obligations, pursue legitimate interests in running a safe and accountable practice, protect vital interests in an emergency, or carry out an optional activity to which you have consented.

Special-category information is processed only where an appropriate UK GDPR and Data Protection Act 2018 condition applies, including provision or management of health or social care or treatment, safeguarding, legal claims, vital interests or explicit consent where relevant.

5. Systems and processors

Konfidens is the principal practice-management and clinical-record system and may be used for client profiles, intake and consent records, clinical notes, questionnaires, appointments, secure messages, payments and video sessions where configured. Konfidens AI recording, transcription and automated note drafting are not currently used by Open Mind Therapy.

Google Workspace may be used for enquiries and limited administration. Google Calendar may be used for minimal appointment information. Tide, Stripe and other payment services may process payment or banking information. Detailed clinical information should not normally be sent by ordinary email.

Website presentation: The public website may load the specified Open Mind Therapy typefaces from Google Fonts. This release does not embed advertising or behavioural-analytics scripts and does not use a general clinical contact form.

6. Confidentiality and sharing

Therapy is confidential within professional and legal limits. Information is not sold and is not shared for unrelated marketing.

Where necessary and proportionate, information may be shared with contracted processors, a clinical supervisor or professional consultant, a GP or other professional where authorised, emergency or safeguarding services, accountants or professional advisers, insurers, courts, tribunals, professional bodies or regulators. Where possible and appropriate, a disclosure outside routine administration or supervision would usually be discussed with you first.

7. International processing

Some technology, communications and payment providers may process limited information outside the United Kingdom. Where an international transfer takes place, Open Mind Therapy relies on an appropriate legal safeguard, such as UK adequacy regulations or approved contractual safeguards.

8. Security

Open Mind Therapy uses proportionate technical and organisational measures including strong passwords, multi-factor authentication where available, restricted access, encrypted systems, audit trails, minimal information in non-clinical systems and incident-response procedures.

9. Retention

Usual retention periods include: enquiries where therapy does not begin — 12 months after the last substantive contact; adult assessment and clinical records — 7 years after final client contact; assessment records where therapy does not continue — 7 years after assessment; client agreements and consent records — 7 years after final client contact; and financial records — normally 6 years from the end of the company financial year to which they relate.

Records may be kept longer where a complaint, safeguarding concern, legal issue, insurance matter or another documented reason requires this.

10. Your rights

Depending on the circumstances, you may have rights to be informed, access your information, correct inaccurate information, request erasure or restriction, object to processing based on legitimate interests, receive certain data in a portable format, withdraw optional consent, and complain to the Information Commissioner’s Office. These rights are not absolute and some records may need to be retained for professional or legal reasons.

Your right to object: Where processing relies on legitimate interests, you may object at any time. The request will be considered in light of the circumstances and any compelling legitimate grounds or legal-claims requirements.

11. Data-protection complaints

Raise a data-protection question or complaint with Open Mind Therapy at info@openmindtherapy.org. You may also complain to the Information Commissioner’s Office through its complaints service at ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.

12. Changes to this notice

This notice may be updated when the service, systems, processors, professional requirements or legal obligations change. Material changes affecting current clients will be communicated directly or made available through Konfidens.

Effective date: 4 August 2026. Next scheduled review: August 2027, or sooner if circumstances change.