Privacy Policy

Last updated: April 2025

1. Introduction

Welcome to https://www.elmpsychology.org/ ("the Site"). This Privacy Policy explains how I, operating as Elm Psychology Services Ltd (trading as Elm Psychology), collect, use, disclose, and safeguard your information when you visit the website or use my services.

2. Information I Collect

I collect information that you provide directly to me, such as when you:

Complete forms on the website
Correspond with me by phone, email, or otherwise
Use my services

This information may include:

Name and contact details
Relevant developmental, educational, and medical history
Information about your child or children
Assessment data and observations
Any other information you choose to provide that is relevant to the services

3. Cookies and Tracking Technologies

I use cookies and similar tracking technologies to track activity on the Site and hold certain information. Cookies are files with small amounts of data which may include an anonymous unique identifier.

Essential cookies: These are necessary for the website to function and cannot be switched off.
Analytical/performance cookies: These allow me to recognise and count the number of visitors and to see how visitors move around the website when they are using it.
Functionality cookies: These are used to recognise you when you return to the website.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of the Site.

4. How I Use Your Information

I use the information I collect to:

Provide, maintain, and improve my services
Communicate with you about the services
Respond to your enquiries and requests
Comply with legal and regulatory requirements
Analyse and monitor usage of the Site
Create anonymised data for research and service improvement
Share information with other professionals with your explicit consent (e.g., education staff, GPs, therapists and other health professionals) to support a joined-up approach to support and knowledge

5. Data Security

I implement appropriate technical and organisational measures to protect the information I collect and store. These measures include:

Encryption of sensitive data
Regular security assessments
Access controls to limit data access to authorised personnel only
Secure storage of paper records

However, no method of transmission over the Internet or electronic storage is 100% secure.

6. Third-Party Sharing

I do not sell, trade, or otherwise transfer your personally identifiable information to outside parties without your explicit consent, except in the following circumstances:

When required by law or to comply with a legal process
To protect and defend my rights or property
To prevent or investigate possible wrongdoing in connection with the Service
To protect the personal safety of users of the Service or the public

I may share anonymised, aggregated information for research or statistical purposes.

7. Your Rights

Under GDPR, you have the following rights:

The right to access your personal data
The right to rectify inaccurate personal data
The right to request erasure of your personal data
The right to restrict processing of your personal data
The right to data portability
The right to object to processing of your personal data
The right to withdraw consent at any time

To exercise any of these rights, please contact me using the information provided in the "Contact" section. Please refer to the GDPR policy for more information - click here.

8. Data Retention

I will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Educational psychology records are retained for a period of 7 years.

9. Data Processing for Educational Psychology Services

When providing Educational Psychology services for children and young people, I collect and process data as outlined in our "Consent for Educational Psychologist Involvement" document. This includes:

Personal information (name, date of birth, contact details)
Educational information (school records, assessment results, attendance)
Information about special educational needs and disabilities
Information provided by parents/carers and other professionals
Notes and observations from consultations and assessments

This information is processed under the lawful basis of contract - to provide the services I offer, I require access to this personal information. I use this information to:

Make decisions about appropriate support
Match assessment materials to individual needs and abilities
Form professional opinions about progress
Fulfil my duty of care and safeguarding responsibilities
Liaise with other professionals (with consent)
Write and distribute reports to agreed recipients
Plan follow-up involvement as appropriate
Address any concerns or complaints about my work

10. Changes to This Policy

I may update this Privacy Policy from time to time. I will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

11. Contact Information

If you have any questions about this Privacy Policy, please contact me at info@elmpsychology.org

Company Information:
Elm Psychology Services Ltd (trading as Elm Psychology)
Dr. Emma Mercer, Educational Psychologist
HCPC Registration: PYL38502