Privacy Policy (updated 04/26)

 Calm Mind Therapy Community CIC – Privacy Notice

Calm Mind Therapy Community CIC (“we”, “our”, “the CIC”) is committed to protecting your privacy and handling your personal information with care. This notice explains what information we collect, why we collect it, how we store it, and your rights under UK data protection law.

What Information We Collect

To provide safe and effective therapeutic support, we collect:

• Your name, address, phone number and email
• Emergency contact / next of kin
• GP name and address
• Relevant medical history and medications
• Payment information (processed securely; not stored in clinical notes)
• Session notes
• Audio recordings of sessions (only where used and always stored securely)

Why We Collect This Information

We use your information to:

• Provide therapy and support
• Keep accurate clinical records
• Ensure your safety
• Contact your GP or emergency contact if needed
• Meet legal and professional requirements

We do not use your information for marketing.

How Your Information Is Stored

We use secure systems to protect your data:

• Paper forms are stored in a locked safe
• Digital files and audio recordings are stored in an encrypted Microsoft Private Vault
• Access is restricted to authorised practitioners only
• Payment details are processed through secure payment providers

How Long We Keep Your Information

• Clinical records: 7 years after your last session
• Audio recordings: kept only as long as clinically necessary
• Financial records: 6 years (legal requirement)

Who We Share Information With

We only share information when:

• You give clear consent
• There is a serious risk of harm
• We are legally required to share it
• It is necessary to protect life

We never sell or share your information for marketing.

Your Rights

You have the right to:

• Access  your information
• Ask us to correct inaccurate information
• Ask for deletion (where appropriate)
• Limit how your information is used
• Request a copy of your data
• Make a complaint to the Information Commissioner’s Office (ICO)

Contact Us

If you have questions about your privacy or want to make a request, contact:

Data Protection Lead Calm Mind Therapy Community CIC [info@calmmindtherapy.uk]

Calm Mind Therapy Community CIC

GDPR & Data Protection Policy

1. Purpose of This Policy

This policy sets out how Calm Mind Therapy Community CIC (“the CIC”) collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Scope

This policy applies to all staff, volunteers, contractors, and practitioners working on behalf of the CIC.

3. Lawful Bases for Processing

We process personal data under the following lawful bases:

• Contract – to provide therapeutic services.
• Legitimate Interests – to ensure safe, effective clinical practice.
• Vital Interests – where information is needed to protect life.
• Legal Obligation – maintaining records required by law or regulators.

We do not use client data for marketing.

4. Personal Data We Collect

We collect only the information required for safe therapeutic practice:

• Name
• Address
• Telephone number
• Email address
• Credit/debit card details (processed securely; not stored in clinical notes)
• Next of kin / emergency contact
• GP name and address
• Relevant recent medical history
• Current medications
• Session audio recordings (where used for clinical accuracy or supervision)

5. How Data Is Stored

Paper Records

• Stored in a locked safe in a secure office.
• Access restricted to authorised personnel.

Digital Records

• Scanned documents and audio recordings stored in Microsoft Private Vault, protected by encryption, MFA, and restricted access.

Payment Information

• Processed via secure payment systems.
• Full card details are not stored.

6. Data Retention

• Adult clinical records: 7 years after last contact
• Audio recordings: kept only as long as clinically required
• Financial records: 6 years (HMRC requirement)

Data is securely destroyed after the retention period.

7. Data Sharing

We only share data when:

• The client gives explicit consent
• There is a serious risk of harm
• Required by law
• Necessary to protect life (e.g., contacting GP or next of kin)

We never sell or share data for marketing.

8. Data Breaches

If a breach occurs, we will:

• Contain the breach immediately
• Notify affected individuals where appropriate
• Report to the ICO within 72 hours if required

9. Client Rights

Clients have the right to:

• Access their data
• Request corrections
• Request deletion (where appropriate)
• Restrict processing
• Data portability
• Complain to the ICO

10. Contact

Data Protection Team Calm Mind Therapy Community CIC [info@calmmindtherapy.uk]

Calm Mind Therapy Community CIC 

Complaints Policy

We aim to provide a safe, respectful and supportive service. If something has not gone as expected, we want to hear from you. Your feedback helps us improve.

How to Raise a Concern

You can raise a concern informally by speaking with your therapist or contacting us directly.

If you prefer to make a formal complaint, you can do so by:

• Email
• Letter
• Phone
• Asking someone to speak on your behalf

All forms of contact are available on out website or you can email info@calmmindtherapy.uk

What Happens Next

When we receive a complaint, we will:

1. Acknowledge it within 5 working days
2. Investigate fairly and sensitively
3. Respond within 20 working days where possible
4. Explain any actions we will take

If You Are Not Satisfied

If you feel your concern has not been resolved, you may:

• Request a review by a Director of the CIC
• Contact an external body (e.g., ICO for data issues, or relevant professional bodies)

We will provide guidance on the appropriate route if needed.

Our Commitment

We will always:

• Treat complaints seriously
• Handle them confidentially
• Avoid blame or defensiveness
• Use feedback to improve our service

Contact for Complaints

[Info@clammindtherapy.uk]

Our Commitment to Safeguarding

Calm Mind Therapy Community CIC is committed to safeguarding the wellbeing of all clients, particularly adults who may be vulnerable due to health, disability, trauma or life circumstances.

Our Approach

We:

• Follow national safeguarding legislation and guidance
• Maintain a full Safeguarding Adults Policy
• Ensure all practitioners understand their responsibilities
• Act promptly if we believe someone is at risk
• Work collaboratively with GPs, emergency contacts and statutory services when needed

If You Have a Safeguarding Concern

If you are worried about your own safety or someone else’s, you can contact us directly.

If the concern is urgent, please contact:

• Emergency services (999)
• NHS 111
• Your GP
• Local social work services

Safeguarding Lead

Our Safeguarding Lead is responsible for ensuring safe practice and responding to concerns.

Safeguarding Lead Calm Mind Therapy Community CIC [info@calmmindtherapy.uk]

Calm Mind Therapy Community CIC

Accessibility Policy

1. Purpose

Calm Mind Therapy Community CIC is committed to ensuring that all people—regardless of disability, health condition, neurodiversity, communication needs, or socio‑economic barriers—can access our services safely, comfortably, and with dignity.

2. Our Commitment

We will:

• Provide accessible, trauma‑sensitive therapeutic environments
• Remove physical, sensory, digital, and psychological barriers
• Offer reasonable adjustments without delay
• Communicate in clear, inclusive, plain language
• Treat every person with respect, compassion, and autonomy

3. Scope

This policy applies to:

• All staff, directors, volunteers, and contractors
• All therapy, wellbeing, community, and digital services
• All venues, online platforms, and outreach activities

4. Key Principles

• Equity — Everyone receives what they need to participate fully
• Dignity — Adjustments are offered discreetly and respectfully
• Choice & Control — Clients choose how they engage
• Anticipatory Duty — We plan for accessibility, not wait for requests
• Trauma‑Sensitivity — We avoid practices that may overwhelm, shame, or exclude

5. Reasonable Adjustments We Offer

• Flexible appointment formats (in‑person, online, phone)
• Sensory‑friendly environments (lighting, noise, seating)
• Accessible written materials (large print, plain English, dyslexia‑friendly)
• Support with forms or digital access
• Permission to bring a supporter or advocate
• Adjustments for mobility, fatigue, chronic pain, or anxiety

6. Physical & Environmental Accessibility

• Step‑free access where possible
• Clear signage and uncluttered spaces
• Seating options for comfort and pain management
• Safe, calm, low‑stimulus therapy room
• Risk assessments for all venues

7. Communication Accessibility

We offer:

• Plain English
• Visual aids
• Written summaries
• Alternative formats on request
• Patience, pacing, and collaborative communication

9. Feedback & Complaints

Clients can give feedback in:

• Writing
• Email
• Phone
• Voice note
• Through a supporter or advocate

All accessibility concerns are treated as priority issues.

10. Review Cycle

Reviewed annually or sooner if legislation, best practice, or client needs change.

Contact us on info@calmmindtherapy.uk

 Equality, Diversity & Inclusion (EDI) Statement

Calm Mind Therapy Community CIC

Calm Mind Therapy Community CIC is committed to creating a safe, respectful and inclusive environment where every person feels valued, heard and supported. We believe that wellbeing is a human right, and we work to ensure that our services are accessible to all members of our community, especially those who face barriers to traditional mental‑health support.

We welcome and support people of all backgrounds, identities and lived experiences. This includes (but is not limited to) differences in age, disability, physical or mental health, neurodiversity, sex, gender identity, sexual orientation, race, ethnicity, nationality, religion or belief, socioeconomic background, care experience, and lived experience of trauma.

Our commitment to equality, diversity and inclusion means that we:

• Provide non‑judgemental, trauma‑sensitive support that      respects each person’s dignity, autonomy and cultural identity.
• Challenge discrimination and stigma wherever we encounter it, including within our own practice.
• Ensure fair and equal access to our services, adapting support where      possible to meet individual needs.
• Design our services with inclusion in mind, recognising the diverse ways people communicate, move, think and experience the world.
• Listen to lived experience, valuing the insight and expertise that      clients, carers and community members bring.
• Continually reflect and improve, learning from feedback and staying      aligned with the Equality Act 2010 and best practice in inclusive mental‑health care.

We recognise that inequality and discrimination can have a profound impact on mental health. Our work aims to reduce these harms by offering compassionate, accessible support that helps people feel safer, more connected and more in control of their wellbeing.

Calm Mind Therapy Community CIC is committed to building a community where everyone is treated with kindness, respect and fairness — and where diversity is not only accepted but genuinely valued.