Privacy Policy

R Hoyte Psychotherapy Services is committed to protecting your privacy and handling your personal data with care, confidentiality, and respect. This Privacy Policy explains how personal information is collected, used, stored, and protected in the context of my private psychotherapy practice, including online and remote therapy.

What personal data we collect

When you contact us, we may collect:
• Name
• Email address
• Telephone number
• Information you include in your enquiry

If you engage in therapy, we may also collect and record:
• Personal and contact details
• Assessment information
• Therapy session notes
• Information relating to mental health and emotional wellbeing

This information is classed as special category data and is treated with strict confidentiality.

If therapy is provided online or by telephone:
• Session dates and times are recorded
• Video or audio sessions are not recorded
• Communication may take place via secure email or agreed online platforms

Clients are responsible for ensuring they have a private and secure environment when attending online sessions.

Your personal data is used to:
• Respond to your enquiries
• Assess suitability for therapy
• Provide psychotherapy services (in person or online)
• Arrange and manage appointments
• Maintain clinical records
• Meet legal, ethical, and professional obligations

All information shared in therapy is treated as confidential. Information may only be shared:
• With your explicit consent
• Where required by law
• Where there is a serious risk of harm to you or others
• To meet safeguarding or professional obligations

Any disclosure is limited to what is necessary.

How your data is stored and protected

• Digital records are stored securely and password protected
• Emails are handled via secure professional accounts
• Paper records, if used, are kept in locked storage
• Access to data is restricted to authorized persons only

Appropriate technical and organizational measures are in place to protect your information.

Online therapy and data security

While secure systems are used, online therapy carries some inherent risks. Clients are encouraged to use secure internet connections, private devices, and confidential physical spaces. By engaging in online therapy, you acknowledge these limitations.

How long your data is kept

• Clinical records are normally kept for 7 years after therapy ends, or longer if required by professional guidance
• Enquiry data is retained only as long as necessary

Data is securely deleted or destroyed when no longer required.

You have the right to:
• Access your personal data
• Request corrections
• Request erasure (where legally appropriate)
• Restrict or object to processing
• Withdraw consent at any time

Requests can be made by contacting: Roger Hoyte at the following email address roger@rhoyte.co.uk

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Third-party services

We may use trusted third-party providers for website hosting, email communication, and online therapy platforms. These providers comply with UK data protection standards and process data only under our instructions.

Complaints

If you have concerns about how your data is handled, please first contact us directly.
You may also raise a complaint with the Information Commissioner’s Office (ICO).

ICO website: www.ico.org.uk
ICO telephone: 0303 123 1113

This Privacy Policy may be updated from time to time. The most recent version will always be available on this website.