Progress Psychology Limited
Client Privacy Notice, Terms & Conditions and Agreement Sheet
Progress Psychology Limited: Privacy Notice
The UK General Data Protection Regulation (UK GDPR) is a legal framework that sets guidelines
for data management, and the rights of the individual regarding the collection and processing of their personal information within the United Kingdom (UK). The following privacy notice outlines how Progress Psychology Limited manages your data and your rights in relation to this. It is important that you understand and explicitly consent to the details outlined in this notice.
ProgressPsychology.com is a website of Progress Psychology Limited (PPL), a company registered with Companies House in the UK (Company No. 12040288) whose registered address is 161 Westbourne Street, Hove, BN3 5FB, United Kingdom. Dr Michael (Mick) Darby is a Director of Progress Psychology Limited. He is registered by the Health Care Professions Council as a regulated Practitioner Psychologist (Registration No. PYL37161). He is also registered in the UK as a Chartered Psychologist, with the British Psychological Society (BPS No. PLY37161). He works under the standards of conduct, performance and ethics of the HCPC and within the BPS code of ethics and conduct.
What information we hold and why
Progress Psychology Limited only collects basic data at the point of initial contact that you or your referrer supply such as your contact details and if appropriate insurance policy number and the details of formal (e.g. GP, parent/guardian) and informal support persons. You are required to inform Progress Psychology Limited where updates to these are necessary. Written notes (including images of diagrams) are made in sessions (via paper and electronic based systems) and these combined with your previously mentioned contact details, signed Therapy or coaching Agreement and this signed Privacy Notice are either stored in a locked filing cabinet or on a secure password protected electronic device, associated cloud based storage or external hard drive. Email communication is also stored. These details together enable Progress Psychology Limited to communicate with you and provide efficient and effective services and bill for services as required.
What we do with your information
Your personal data is used solely for providing an efficient and effective service and continuity of care. Only persons working with Progress Psychology Limited (or in support of Progress Psychology Limited such as admin/accountancy support) have access to your basic data. When your case detail may be discussed with other professionals in supervision, no identifying details are shared. Your data is not shared with any third parties unless there is a concern regarding severe and imminent risk and then appropriate persons, most likely your GP or nominated informal support person.
In exceptional circumstances personal data may be shared with relevant authorities when disclosure is in the public interest, to prevent a miscarriage of justice or where there is a legal duty, for example a court order. Where possible all proposed instances of disclosure will be discussed with you, unless it is believed that to do so could increase the level of risk to you or someone else. If an insurance company or other third party referrer (typically through legal claims) funds your sessions invoices are submitted through secure portals to the company themselves. Where clinical updates are required by such companies (such as requested if asking for further funded sessions), these will be discussed with you before being shared with the relevant organisation. These reports are then submitted as securely as possible, typically directly to the insurance company’s secure portal.
Non-identifiable data such as your referrer details, how you heard about Progress Psychology Limited and the number of sessions undertaken may be collected and collated to audit referral and intervention patterns to enable service development.
Where and how long your information is stored
Your data is either stored in a locked filing cabinet or on a password protected computer, cloud based storage, external hard drive, smart phone or other electronic device. Access to all electronic data is protected with a passcode/ thumbprint/ facial recognition or other similar security system. The British Psychological Society (BPS) recommend the storage of clinical notes for 7 years and for children until they reach the age of 25, after this time your notes will to shredded and all electronic communication deleted.
Electronic Communication and Online Session Security
Routine emails such as arranging appointments and sending links/worksheets are sent through standard gmail, which carries a level of encryption, but not through separate password login. Individuals can choose if they would like password protected emails or documents. For online therapy or coaching sessions the recommended secure platform is Zoom.
Your rights of data access
You may ask to see your notes, it is recommended that reviewing your notes is completed in collaboration to discuss and explore issues arising. If you would like to access your notes please submit a written request to Progress Psychology Limited who will respond within 30 days. You can also submit a written request to Progress Psychology Limited for your data to be deleted prior to 7 years (or you turning 25 years of age). Each case will be discussed on an individual basis and advice sought from professional bodies, current liability insurers and The Information Commission Office (ICO). Progress Psychology Limited is registered with the ICO. If you have concerns about the practices of Progress Psychology Limited in relation to GDPR compliance these can be taken to the ICO, details of which can be found at ico.org.uk.
Progress Psychology Limited: Terms & Conditions
Fees & Payments
All self-funding fees will be proposed, agreed and communicated in advance in writing or by email from the psychologist to the client and it is the client’s responsibility to ensure this has occurred. Where fees have not been agreed in advance in writing or by email, Progress Psychology Limited reserves the right to charge any outstanding fees at up to the standard rate. Where alternative fees have been agreed in advance, Progress Psychology Limited reserves the right to charge any outstanding fees at up to the agreed rate per 50-minute session.
• All fees quoted in emails will supersede and take precedence over the fees quoted in this document
• Standard fees are £180 (per 50-minute session), which applies to insurance, self-funding, ad-hoc and one-off client sessions
• No additional costs or hidden fees will ever be applied – unless agreed in advance between both parties, by email.
• A small number of reduced fees packages may be available to individuals in financial hardship, when paid in full in advance*
• Some premium services may be charged at a higher rate to cover additional psychologist costs**
• Some international transactions may incur small transaction fees to cover bank charges***
*A very limited number of financial hardship packages may also be available upon request and clients should enquire in advance. Reduced fees are only available when some packages or tranches of sessions are paid in full, in advance. In all cases the fees will be agreed and communicated in advance in writing by email from the psychologist to the client, and agreed by the client before sessions commence (note, if this has not been done, Progress Psychology Limited reserves the right to charge at up to the standard fee).
**Additional fees may be required to cover substantive additional costs to the psychologist incurred by additional work between sessions. Typically, these fees involve aspects such as substantive risk, professional record-keeping, professional correspondence, liaison with third parties, authorities and other stakeholders, professional supervision, homework review, psychological assessments or report- writing (e.g. psychological assessment & formulation packages, executive coaching programmes, addiction treatment services and behavioural couples work may have increased fees reflecting the psychologist’s time). In all cases the fees will be agreed and communicated in advance in writing by email from the psychologist to the client, and agreed by the client before sessions commence. If this has not been done, Progress Psychology Limited reserves the right to charge at up to the standard fee.
***All above prices are quoted in UK Pounds Sterling. Progress Psychology has bank accounts in the USA, Australia and the European Union to facilitate payments in US dollar, Australian dollar and Euro, respectively. This arrangement also helps to keep client fees down when working with clients from these territories. In these cases, the price may be agreed and quoted in the currency local to the client in question. In all cases, including when payment is being made from a foreign country or in another currency, the fees and transaction fees will be agreed and communicated in advance and in writing by email from the psychologist to the client, and agreed by the client before sessions commence, prior to payment. If this has not been done, Progress Psychology Limited reserves the right to charge up to the standard fee in pounds sterling, plus an additional 5% transaction fee.
Private Insurance Fees & Payments
If your fees are covered by a private insurance company, the standard fees will apply. You should send your membership/policy number and authorisation/claim code to your psychologist prior to the first session. When appropriate, Progress Psychology Limited will deal directly with the insurer regarding fee payment. In some cases it may be necessary for the client to pay for sessions and then be reimbursed by the insurer, in which case the terms in the section “Fees & Payments” (above) apply. If any excess or outstanding fees are due you (the client) agree to pay any requested fees upon request, to the bank details provided at the bottom of this document. Progress Psychology Limited retains the right to charge for any fees that have not been covered by insurance providers according to the terms in section “Self Funding Fees & Payments”.
Most insurers will not fund coaching work or relationship therapy so Progress Psychology works discreetly, confidentially and professionally with it’s self-funding clients. However, it is possible that your company health insurance scheme will fund all or part of your psychological therapy, to help with specific clinical issues. We work with some of the finest international and UK private insurance providers, including WPA, BUPA Global and Healix. We never share case, treatment or assessment details with your employer, or their HR or OH teams without your permission. Please refer to our privacy document for more details about this.
Cancellations, No-show & Breaks
If you can, please give at least 48 hours’ notice of a planned non-attendance. All sessions can be rescheduled at no cost if notice is given by email or text at least 24 hours in advance, otherwise Progress Psychology Limited reserves to right to charge no-show and late cancellation fees up to the full quoted price. The standard late cancellation fee is £110 per 50-minute session. Whenever possible, Progress Psychology Limited will waive no-show and late cancellation fees if an alternative time can be found that day/week. However, frequent late cancellations and no-shows will incur cancellation fees or will be charged as if the session has gone ahead, at the discretion of Progress Psychology Limited.
If your sessions are covered by health insurance you agree to be held personally responsible for missed session fees and charges (i.e. if for any reason you miss any sessions that have been agreed and diarised but not already paid for, or if you fail to give at least 24 hours’ notice of a cancellation on more than one occasion, Progress Psychology Limited reserves the right to charge you for those missed (or no-show) sessions at the equivalent rate the insurer would pay.
Provision for Third Party Payments
If you have been referred by a third party (such as employer, doctor or lawyer) who asks for feedback on your progress, this will not be done without your consent. Progress Psychology reserves the right to charge for time spent writing letters and reports.
Session Times and online delivery
If you decide to go ahead with therapy or coaching following your initial free consultation, you will agree to commit to regular sessions at the same time each week or on a fortnightly basis. If you wish to see your Psychologist on an occasional basis once regular sessions have ended, you can continue to make appointments on an ad-hoc basis but the availability of ad-hoc sessions cannot be guaranteed. Progress Psychology Limited reserves the right to hold any and all sessions online via Zoom (preferred) or by phone, until further notice.
International payments in multiple currencies
For your convenience, Progress Psychology Limited also has US, European Union and Australian bank accounts, the details of which are available upon request. If self-funding and paying from a US, European Union or Australian bank account in local currency you will receive a quoted price, which supersedes the fee schedule above and you can make payment directly by bank transfer of the agreed fees to Progress Psychology bank accounts held in these territories. If paying from outside these territories, payments may incur some small additional transaction fees, which will be agreed in advance.
For more details or to arrange a complimentary initial consultation please contact us at:email@example.com