Protecting Your Data
Dr Sophie Brigstocke is a psychologist practitioner working from the Petros offices. As part of producing educational psychology assessment reports, she gathers background and assessment information about individual clients and incorporates this into confidential educational psychology reports. Individuals include pre-school children, school children, students in Higher Education, and occasionally adults requiring educational assessment for their work or studies.
This policy describes how personal and sensitive data is collected, handled and stored so as to be compliant with the requirements of the General Data Protection Regulation 2018 (‘GDPR’). Dr Brigstocke is committed to keep data only for as long as it is, or might be, required, and to keep it only for the purposes it was intended for. As we are a research institution we also ask families if they are interested in hearing about any research project that they may be eligible to take part in on future occasions. They provide opt in signed consent if they wish to be contacted.
Personal and Sensitive Data held
All data processed will be:
- Processed fairly and lawfully
- Obtained only for lawful purposes, and is not further used in any manner incompatible with those original purposes
- Accurate and, if a further assessment report is requested, brought up to date
- Adequate, relevant and not excessive in relation to the purposes for which it is processed
- Not kept for longer than is necessary for those purposes
- Processed in accordance with the rights of data subjects under the Data Protection Act 1998 (‘DPA’)
- Protected by appropriate technical and organisational measures against unauthorised or unlawful processing and against accidental loss, destruction or damage
- Not transferred overseas unless there is adequate protection of the personal information.
Signed consent will be obtained prior to the educational psychology assessment from the parent/guardian of any pupil still at school, as well as any student who is sixteen or over. Consents will be kept on file for twelve years (in line with the length of time that the electronic reports are kept), locked and available only to herself. Electronic copies of provisional assessment reports may be sent via e-mail to Professor Jo Clarke for supervisory purposes or to a proofreader for minor error correction. All emails will be password protected. Provisional copies of the report are also sent to families to check the accuracy of the report and to suggest any changes that they would like Dr Brigstocke to consider.
The completed and signed report will go to the family/ referrer by post, with an additional copy to pass to school or other professionals/ family members as instructed by the family/ referrer. The envelope will be marked ‘confidential’ with the return address shown in case of failed delivery. Electronic copies will be sent if requested by the family. These will again be password protected.
The electronic copy of the report will be kept on a password-protected computer and deleted fifteeen years after creation. This is because Dr Brigstocke has found that clients sometimes approach her for copies of their previous report within that time scale (e.g. a pupil first identified as having additional needs at Age 8 might wish to obtain copies of earlier reports in order to gather background information for a post-16 assessment for university). Clients can request earlier deletion at any time by sending her a signed request. There will be one back-up copy of the report on a secure server within the university and a portable hard drive (password protected) which is kept securely. This will also deleted after 15 years.
Paper-based working notes and test forms will be kept in a secure filing cabinet in a locked office for 15 years. They will then be put into confidential waste.
Personal data shown in the financial records will be kept on file for a minimum of seven years for UK tax purposes and then incinerated or shredded, as will appointment diaries.
E-mail correspondence from clients and e-mail addresses still in use will be kept securely with password-protection.
There is no CD/video data kept.
In the event of her death, Dr Brigstocke has asked her colleague and Petros Founder, Professor Jo Clarke, to take responsibility for disposal or safe management of all data.
Data Use and Security
All data covered by this policy will be treated as confidential and only accessed by Dr Brigstocke for the purposes of her work as an educational psychologist. Information will not shared informally, either by telephone or email, unless consent of the client has been obtained. General (i.e. anonymised) data may be shared with other consultant psychologists as part of regular professional supervision, as required under Dr Brigstocke’s HCPC Registration.
In certain circumstances (such as safeguarding concerns), the Data Protection Act (1998) allows for personal data to be disclosed to other professional and law enforcement agencies. Under these circumstances, Dr Brigstocke is legally obliged to disclose such data.
Dr Brigstocke takes reasonable steps to ensure personal and sensitive data is accurate. She makes it clear that the referrer should return all signed copies to her in cases of inaccuracy or where they would like her to consider changes or additions. Clients are always asked to come back to her immediately with any concerns about the report, aiming to reach the point where they feel comfortable enough to share it with those professionals who need to work with it.
You may, at any time, request to see what information of yours we hold and request its deletion. There is no charge and we will supply the information to you within 30 days.
Dr Sophie Brigstocke
12th, May 2018