Terms & Conditions
The contents of this website are for general information only. All information is subject to change without notice.
All material contained in this website is owned by or licensed to The Clarify Group Ltd (T/A The Edinburgh Practice). This material includes, but is not limited to: the name, logo, appearance and graphics. All reproduction of these is therefore prohibited.
The Clarify Group Ltd (T/A The Edinburgh Practice) will not be held liable for your use of the information and accepts no responsibility for any decisions made or for any loss, damage or injury caused based on or deriving from the use of any information found on our websites.
The content of this website is not to be used in the diagnosis or treatment of any psychological conditions, nor is the information to be used to replace the services of a trained and qualified mental health professional.
Any links to other websites are provided only as courtesy, resource or reference and the information contained on any linked website, does not reflect the opinions, policies or standards of The Clarify Group (T/A The Edinburgh Practice) or any staff or directors.
We cannot guarantee that our site will be secure or free from bugs or viruses. You are responsible for configuring your information technology, computer programmes and platform in order to access our site. You should use your own virus protection software.You must not misuse our site by knowingly introducing viruses, trojans, or anything technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.
Linking to our site
You may link from your website to this website, provided you first contact us for approval and provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it. You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists. We reserve the right to withdraw linking permission without notice. If you wish to make any use of content on our site other than that set out above, please contact us in the first instance.
You may use our site only for lawful purposes. You may not use our site:
- In any way that breaches any applicable local, national or international law or regulation.
- In any way that is unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect.
- For the purpose of harming or attempting to harm minors in any way.
- To send, knowingly receive, upload, download, use or re-use any material which does not comply with our content standards, as more particularly set out below.
- To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
- To knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.
You also agree not to reproduce, duplicate, copy or re-sell any part of our site and not to access without authority, interfere with, damage or disrupt any part of our site.
A “cookie” is a small data text file that is placed in your browser and allows us to recognize each time you visit our website. Cookies themselves do not contain any personal information and The Edinburgh Practice does not collect any personal data about you on this website, apart from information which you volunteer (for example by e-mailing us or by using our online forms). Any information, which you provide in this way, is not made available to any third parties, and is used by The Edinburgh Practice only in line with the purpose for which you provided it (e.g. to request an initial consultation or to make a professional referral).
We use the following cookies:
- Strictly necessary cookies. These are cookies that are required for the operation of our website (e.g. the cookie that enables you to log in as a returning client to book a further appointment on our online diary).
- Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, and remember your preferences.
- Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
Except for essential cookies, all cookies will expire after a few days; the precise period will depend on your browser settings.
Changes to our site
We may update our site from time to time, and may change the content at any time. However, please note that any of the content on our site may be out of date at any given time, and we are under no obligation to update it. We do not guarantee that our site, or any content on it, will be free from errors or omissions.
Operating Terms & Conditions
The Edinburgh Practice is operated by The Clarify Group (T/A as The Edinburgh Practice). We are registered in Scotland under company number SC540465 and our registered and trading address is 35a Northumberland Street, Edinburgh EH3 6LR.
All of our psychologists, psychiatrists and allied health professionals [hereafter referred to as ‘professionals’] are self-employed contractors and are regulated by their respective regulatory bodies. The Edinburgh Practice provides the consulting rooms and administrative services only. The Edinburgh Practice will not accept liability for any loss or damage resulting from contact or work with the professionals. Any complaint against a professional should be raised with the person themselves in the first instance and, if necessary, escalated to their respective member organisation.
Our psychologists, psychiatrists and allied health professionals are all fully qualified and are regulated by one or more of the following accrediting bodies:
- The British Psychological Society (BPS)
- The Health and Care Professions Council (HPCP)
- The General Medical Council (GMC)
Evidence of individual clinician’s credentials are available upon request.
Payments and Insurance
Payment can be made via telephone or BACS prior to the day of the appointment. Alternatively, payment can be made upon arrival at reception of The Edinburgh Practice with a debit/credit card or cheque. However, no consultation cannot commence until payment has been made in full. If the client intends to use private medical insurance to pay for treatment, the treatment must be authorised with the insurance provider prior to booking in the initial consultation. The client will be required to provide the policy number, authorisation number and upper financial limit at the point of booking. Please note that the client is ultimately responsible for settling the account, if for any reason the insurance provider ceases to release funds for the treatment the client will incur the full charges.
The Edinburgh Practice operates a strict 48-hour cancellation policy for private appointments. Cancellations made within this period will be charged 50% of the full rate. Cancellations can be made via phone or email.
The Edinburgh Practice values difference and diversity and does not discriminate on the grounds of age, gender, sexual preference or orientation, marital status, religion, race, colour, national origin, disability, heritage or political belief.
The Edinburgh Practice uses the information we collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2018. As per these laws, The Edinburgh Practice is the data controller; if another party has access to your data we will tell you if they are acting as a data controller or a data processor, who they are, what they are doing with your data and why we need to provide them with the information.
The Edinburgh Practice needs to gather and use certain information about clients and prospective clients in line with the information contained in our referral forms. This policy describes how this personal data is collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
What data we gather
We may collect the following information to enable us to work with you safely and effectively, and to enable the efficient dissemination of appointment reminders and invoicing:
- Name and address (postal and email)
- Date of birth
- GP details
- Details of private health insurance policies (where relevant)
During the course of initial contact and then subsequent treatment and therapy, we will inevitably also collect a significant amount of other personal data relevant to assessing and treating your presenting psychological and psychiatric difficulties i.e. to enable us to offer you the service you have sought from us.
How we use this data
Collecting this data helps us:
- Contact you to set up assessment and therapy
- Link you up with an appropriate clinician
- Conduct a thorough psychological or psychiatric assessment
- Devise and implement an effective treatment plan (therapy)
- Invoice for the services rendered
- Communicate (when necessary and agreed with you) with relevant third parties to support your treatment and manage risks
Controlling information about you
Any personal information we hold about you is stored and processed under our data protection policy, in line with The Data Protection Act 1998 (in force on the date this statement became operational) and the General Data Protection Regulation (Regulation (EU) 2016/679) adopted on 27th April 2016 and enforceable from the 25th May 2018.
Your data will be kept for the lifetime of your status as a client with us. When you cease to be a client with us, your data will be kept for a minimum period of seven years, and a maximum period of ten years in accordance with General Medical Council guidelines. If you are a child your data will be retained until 7 years after your 18thbirthday.
You have the right to ask for your data to be deleted but The Edinburgh Practice does not to have comply with this request if there is a legitimate reason for continuing to retain this data for example possible future legal requests.
The Edinburgh Practice has the right to retain your data for the minimum seven-year period so that it can respond effectively to any questions or complaints that may later be raised by you and/or your representatives.
The Edinburgh Practice keep electronic invoices for seven years as this is the required length to comply with the HMRC requirements. After seven years we delete the invoices. Our accountant is based in the UK and all their computer systems are in the UK.
We will always hold your information securely:
- All client files and therapy notes are uploaded and kept secure in a practice management software system called Write-Upp.
- Access to your personal information is restricted on a ‘need-to-know’ basis only i.e. for those concerned directly with your care and with your account. A non-disclosure agreement is in place with our accountants who have access to The Clarify Group Ltd Bank Statements and therefore bank account details and personally identifiable information.
- Data is backed up daily
- We use personal computers that are located on our business premises. The computers are password protected and the hard drives are encrypted. Passwords are changed every 90 days and it is company policy that passwords are not shared.
To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards. In the unlikely event of a data protection breach we will notify the Information Commissioner’s Office (ICO) so that their procedures can be followed. We will also notify all individuals whose data may have been accessed to alert them to the breach and any potential risks.
Should, during the course of your contact with us, any personal data be subject to change e.g. if you move, change GPs, change your name etc., we would be grateful if you could notify us at the earliest opportunity so we can ensure our records are up to date.
Please contact our Data Protection Officer, Dr Fiona Wilson, if you wish to update the accuracy of the personal data we hold about you. We may require additional verification that you are who you say you are to process this request. If you wish to have your information corrected, you must provide us with the correct data and after we have corrected the data in our systems we will send you a copy of the updated information.
Subject access requests
All individuals who are the subject of personal data held by The Edinburgh Practice are entitled to:
- Ask what information the company holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed how the company is meeting its data protection obligations.
If you would like to request a copy of the data we hold about you, this is called a subject access request. Subject access requests should be made in writing or email to the Data Protection Lead, Dr Fiona Wilson. We will aim to provide the relevant data within 30 days. We will always verify the identity of anyone making a subject access request before handing over any information. We may withhold such personal information to the extent permitted by law. In practice, this means that we may not provide information if we consider that providing the information will violate your vital interests.
Disclosing data for other reasons
In certain circumstances the Data Protection Act allows The Edinburgh Practice to disclose data (including sensitive data) without the data subject’s consent.
- Carrying out a legal duty
- Protecting vital interests of a Data Subject or other person
- If the data subject has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Providing a confidential service where the data subject’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g. where we would wish to avoid forcing stressed or ill data subjects to provide consent signatures.
Under these circumstances, The Edinburgh Practice will disclose relevant data. However, we will take all reasonable steps to notify the individual whose data is being disclosed about the disclosure. We will also ensure that any such data request is legitimate, reasonable and necessary.
Anything discussed during a consultation is strictly confidential and will not be passed on to third parties without the explicit permission of the client. Please note that due to the nature of psychological and psychiatric assessment, therapy, and treatment, there are two exceptions to this rule: (1) under the professional’s Duty of Care we are obliged to contact the relevant services if we believe that the client is an immediate danger of harming themselves or others (the clinician will inform the client of this); (2) mental health professionals are required by their accrediting bodies to undertake regular professional supervision. This involves the discussion of the professional’s caseload with a senior colleague and ensures standards and best practice are being met.
Receiving communications from The Edinburgh Practice
The Edinburgh Practice will not send you any marketing emails. We will only contact you for administrative or clinical reasons relating to the care which you are receiving or have received at the practice.
When submitting your completed referral form to access our services, you will be asked on the form to indicate your preference for contact which will be duly noted and you have the opportunity when completing this form to opt in to receive appointment reminders via text message or email.
For Further Information
If your questions are not fully answered by this policy, please contact our Data Protection Officer (Dr Fiona Wilson). If you are not satisfied with the answers from the Data Protection Officer, you can contact the Information Commissioner's Office (ICO) https://ico.org.uk.
This statement is updated from time to time and was last updated on the 23rdof May 2018.
If you have any questions about this policy, please email email@example.com
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Changes to these terms
Please check this page from time to time to take notice of any changes we made, as they are binding on you.