PRIVACY NOTICE.
Last updated: Oct 2025
At Vanguard Psychological Services C.I.C, your privacy and trust are very important to us. This notice explains how we collect, store, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Vanguard Psychological Services C.I.C is a community interest company providing psychological therapy, EMDR, and clinical supervision.
Data Controller: Vanguard Psychological Services C.I.C
Registered Office:Kemp House, 160 City Road, London, United Kingdom, EC1V 2NX
ICO Registration Number:** [Insert ICO number]
Contact Email: admin@vanguardcic.org
2. What information we collect
We may collect and process the following types of personal data depending on the services you use: -
Personal identifiers: Name, date of birth, contact details.
Health information: Relevant medical or psychological history and therapy notes. -
Referral information: Details provided by referrers or third-party professionals.
Payment details: Invoicing information, Donation Information (we do not store full bank or card details).
Website use data: IP address, browser type, and cookies for analytics and site performance.
3. How we collect information
Information is collected directly from you through:
Assessment or enquiry forms
Therapy or supervision sessions
Email, phone, or website contact
Referrals from professionals (with your consent) We may also receive information from other health or care professionals involved in your support, but only where you have agreed to this.
4. Why we collect your data
We use your personal data to:
Deliver safe and effective therapy or supervision
Manage appointments, payments, and communications
Maintain clinical records as required by professional standards
Respond to enquiries or complaints
Meet legal, safeguarding, and regulatory obligations
5. Lawful basis for processing
Our lawful bases for processing personal data include:
Contract: to provide therapy, supervision, or consultation services.
Legal obligation: to meet record-keeping and safeguarding requirements.
Consent: for communications, information sharing, or marketing (where applicable).
Legitimate interests: to manage and improve our business operations.
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6. How we store and protect your information
All personal data is stored securely using password-protected systems and encrypted cloud storage that comply with UK GDPR standards. Paper notes, if used, are kept in locked filing systems.
We retain clinical records for 7 years (or until a client turns 25, if under 18), after which they are securely destroyed.
7. Sharing your data
We only share your information when:
You give explicit consent; - We are legally required to do so (e.g., safeguarding concerns or court orders); - We share data with professional bodies or insurers for compliance purposes; or We use secure third-party providers (e.g., cloud storage, email, or finance systems) who meet GDPR standards. We do not sell or trade personal data.
8. Your rights You have the right to:
Access a copy of your personal data
Request correction of inaccurate information
Request deletion (where applicable)
Withdraw consent
Object to or restrict processing
Lodge a complaint with the Information Commissioner’s Office (ICO) at [www.ico.org.uk]
9. Cookies and website data
Our website may use cookies to improve performance and monitor usage. You can control cookie preferences through your browser settings.
10. Contact us
If you have any questions or wish to exercise your data rights, please contact:
Data Protection Lead
Vanguard Psychological Services C.I.C Email: admin@vanguardcic.org
Address: Kemp House, 160 City Road, London, United Kingdom, EC1V 2NX
This notice may be updated periodically to reflect legal or service changes. The most current version will always be available on our website.