Privacy notice

This privacy notice applies to people who request a service from ACACIA Freedom from Pain, including where applicable, initial requests for information made by telephone or email. For ease of reference, we have separated out the information you need to know about how we use your information when you access this website or subscribe to our newsletter. Click here to read our statement about Web privacy, cookies and marketing.

What type of information we have

If you request a service from us, ACACIA Freedom from Pain will collect personal information from you. This information may include, but is not limited to:

  • your name, address and contact details and those of your next of kin

  • information about your past and present medical conditions

  • copies of letters or emails

  • treatment records

  • details of your GP, other health/wellbeing professionals and any medication you are prescribed

  • payment details.

How we get the information and why we have it

We may collect personal information whenever we have contact with you, but primarily through the assessment which we complete, and during each session. Under the General Data Protection Regulation (GDPR), our lawful basis for collecting this information is to fulfil a contract with you to provide assessment and/or treatment. We cannot provide you with a service unless you agree to your information being used in this way, so it is very important that you let us know straightaway if you have any concerns.

What we do with the information

Your information is used for the purpose of providing you with assessment and/or treatment. Your anonymised information may also be used to monitor the effectiveness of the SIRPA approach (see below, “Do we share your information with anyone else?”).

Do we share your information with anyone else?

Your information will not be shared with other people except in the following circumstances:

At times, you may give consent for your practitioner to speak to others who can help with your treatment; for example, your GP, counsellor or a family member. This consent will be obtained separately.

Your practitioner may discuss your information in confidential individual or group supervision sessions with another practitioner. This is to ensure that you get safe and effective treatment.

An anonymised copy of some of your assessment information (scores from pain, anxiety and depression scales) may be shared with SIRPA. This is to help SIRPA monitor the effectiveness of the SIRPA approach. You will not be identified.

In the event that your practitioner becomes unwell or unable to practice in an emergency, they have appointed a trusted professional who will be able to access your files and update you about the situation.

In the event of a serious concern about your welfare or the welfare of others (for example, if a crime has been committed or if someone is at risk of abuse), your practitioner may need to share information relevant to the concern. In this situation, your practitioner will try to obtain your consent (where it is safe and lawful to do so) before sharing the information.

How we store your information

Your information may be held in various formats, for example emails, electronic and paper files. Whichever format your information is stored in, it will be kept secure, for example in a locked filing cabinet, encrypted USB drive or secure online storage.

How long will you keep my information?

The information you share with ACACIA will be held indefinitely. This is in case of any queries about your care which may arise.

Will you use my information for marketing purposes?

Not without your consent. If we want to use your information for marketing purposes, we will obtain your consent separately and you will always have the choice to opt out.

Your data protection rights

Under data protection law, you have rights including:

Your right of access You have the right to ask us for copies of your personal information.

Your right to rectification You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Please note that where our professional assessment differs from your perspective on the information, we may not be able to change the information, but we will be able to clearly record your views.

Your right to erasure You have the right to ask us to erase your personal information in certain circumstances. These circumstances are likely to be limited because we have a professional duty to maintain records of our contact with you.

Your right to restriction of processing You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at emma@acaciafreedom.co.uk or 07720339393 if you wish to make a request.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

ICO helpline number: 0303 123 1113

If you have any questions

Please ask. We want you to fully understand how your information is used and are happy to answer your questions.