Chris Meaden Privacy Policy: How We Collect, Use & Protect Your Data

Psychosensory Therapies Limited

This Privacy Policy explains how we collect, use, store, and protect your personal information. It applies to all clients, prospective clients, and anyone accessing our digital products, aftercare programmes, or online courses.

1. Contact Details

Data Controller: Psychosensory Therapies Limited
Email: consult@chrismeaden.com

2. What Information We Collect and Why

We collect personal information so we can:

  • Respond to enquiries
  • Assess suitability for therapy
  • Develop and deliver treatment plans
  • Provide sessions safely and effectively
  • Supply digital products, aftercare programmes, and online courses
  • Maintain required administrative and financial records

Information we may collect includes:

  • Name, address, and contact details
  • Date of birth
  • Emergency contact details
  • Information submitted via our web forms 
  • Relevant background or lifestyle information
  • Health-related information you choose to share (for example, mental wellbeing history or other information needed to ensure sessions are safe and appropriate)
  • Session notes
  • Payment details (for appointments, products, and programmes)
  • Session recordings (only if you have consented via the New Client Questionnaire)
  • Temporary dictation or note-taking audio used for session preparation (only if needed)
  • Course and programme participation data on Kajabi (for example, which modules you have accessed)

Where we collect health-related or other special category information, we do so under your explicit consent. Our lawful basis for processing special category data is explicit consent under Article 9(2)(a) UK GDPR.

3. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

  • Consent – for session recordings and any health-related or special category information that you choose to share with us.
  • Legitimate interests – to manage enquiries, bookings, ongoing client communication, and the delivery of digital content and aftercare where it is reasonably expected and does not override your rights and freedoms.
  • Vital interests – in rare situations where someone’s safety is at serious risk and we need to act to protect life or prevent serious harm.

You may withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before your withdrawal.

4. Your Data Protection Rights

You have the following rights under UK data protection law:

  • Right of access – to request a copy of the personal data we hold about you.
  • Right to rectification – to request correction of inaccurate or incomplete data.
  • Right to erasure – to request that we delete your personal data in certain circumstances.
  • Right to restrict processing – to request that we limit how we use your data.
  • Right to object – to object to our processing where we are relying on legitimate interests.
  • Right to data portability – to request that we transfer the data you gave us to another organisation or to you, in certain circumstances.
  • Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Fees for exercising your rights

You will not normally have to pay a fee to access your personal data or to exercise your data protection rights. However, we may charge a reasonable fee, or refuse to comply with the request, if it is clearly unfounded, repetitive or excessive.

To exercise any of your rights, please contact us using the details above.

5. Where We Collect Information From

We collect personal information from the following sources:

  • Directly from you – for example, when you complete an enquiry form, questionnaire, or share information during sessions.
  • GoHighLevel (CRM) – when you submit enquiry forms on our website, the information is securely stored in GoHighLevel so we can respond and manage communication.
  • Acuity Scheduling – when you book an appointment, your details are collected so we can schedule and manage sessions and send confirmations/reminders.
  • Kajabi – when you purchase or access digital products, aftercare programmes, or online courses, your data is processed to provide and manage your access.

6. International Data Transfers

Some of our service providers (including GoHighLevel, Kajabi, and Acuity Scheduling) are based outside the UK. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA), to protect your information in line with UK data protection laws.

7. Data Processors We Use

We use trusted third-party service providers (“data processors”) to help us operate our services. These processors only act on our instructions and are bound by contractual obligations to protect your data.

    • GoHighLevel – used for managing enquiries, client records, and sending email/SMS communications related to your enquiry, appointments, or treatment plan.
    • Acuity Scheduling – used to manage appointment bookings, scheduling, and automated reminders.
    • Kajabi – used to deliver our aftercare programmes, digital products, and online courses and to manage your account and access to content.

8. Retention Schedule – How Long We Keep Your Information

We keep your personal information only for as long as necessary to provide our services, meet legal obligations, and maintain accurate records.

  • Website form submissions: retained for 7 days, then permanently deleted.
  • Dictation or temporary audio notes (used for session preparation or review): retained for up to 7 days, then permanently deleted.
  • Session recordings (audio/video/text): where applicable and consented, permanently deleted after 7 days.
  • Paper session notes: destroyed 30 days after completion of your treatment plan (or 30 days after your last session if the plan is not completed).
  • Scanned or digital copies of session notes: retained for up to one year after your final session, then deleted.
  • Financial and administrative records (such as invoices and payment records): retained for 6 years as required by UK tax law.
  • Email correspondence: retained for up to one year unless a longer retention period is required for continuity of care or legal/regulatory reasons.

9. Children’s Information

We do not provide services to individuals under 16 and do not knowingly collect personal data relating to children.

10. Duty of Confidentiality

We are bound by a duty of confidentiality. We will only share your information where:

  • you have given explicit consent; or
  • we are required to do so by law (for example, a court order); or
  • there is a serious and imminent risk of harm to you or someone else; or
  • it is justified in the public interest, such as preventing or detecting serious crime.

In rare circumstances, we may need to share information to protect you or someone else from serious harm.

11. How to Complain

If you have any concerns about how we use your personal data, please contact us first at:
consult@chrismeaden.com

If you remain unhappy after raising your concern with us, you can make a complaint to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
https://www.ico.org.uk/make-a-complaint

Policy Last updated: February 2025

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