PRIVACY POLICY
At Nine Psychology Ltd (Nine Psychology Service), we are committed to safeguarding your privacy and data. This Privacy Policy explains, in clear and simple terms, how we collect, use, store, and protect your personal information when you contact us, use our therapy services, or otherwise interact with our clinic.
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We comply with the following laws and guidance:
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UK General Data Protection Regulation (UK GDPR)
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Data Protection Act 2018
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Privacy and Electronic Communications (EC Directive) Regulations 2003
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Guidance issued by the Information Commissioner’s Office (ICO)
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This notice applies from your first contact with Nine Psychology and continues after your therapy has ended.
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Our registration details:​
Nine Psychology is operated by Nine Psychology Ltd. which is registered in England and Wales under company number 16790995. Our company address is: 71-75 Sheldon Street, London, WC2H 9JQ.
We are registered with the information commissioner’s office (ICO) registration number: ZC043940
This privacy policy applies to www.ninepsychology.co.uk (referred to as “website”).
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This privacy notice outlines the information we collect and what we do with it, from the point of contact to after your therapy has ended. This includes:
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Who we are and who controls your data
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The information and data we collect;
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The lawful basis for holding and using your personal information;
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How we use your information;
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How we store your personal information;
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Your data protection rights;
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Making a complaint.​
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Who we are and who controls your data?
Under data protection law, the “data controller” is the term used to describe the person/organisation that collects, stores, and is responsible for people's personal data. In this instance, the data controllers are Dr Jacqueline Champagne (PYL X) and Dr Nikola Mongey (PYL X) for Nine Psychology Ltd. The data controller is responsible for the data which they access through their clinical work. Dr Jacqueline Champagne, Dr Nikola Mongey and Nine Psychology Ltd are registered with the ICO: X
What information and data do we collect?
Lawful Basis for Using Your Information
The UK GDPR states that we must have a lawful basis for processing personal data. Different lawful bases depend on the stage at which we process your data.
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We only collect information that is necessary to provide safe, effective, and lawful therapy services. This may include:
Contact Information
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Name
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Address
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Email address
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Telephone number
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Emergency contact details
Personal and Health Information
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Relevant medical history
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Mental health information
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Other personal details needed to provide therapy
This type of information is classed as “special category personal data” under UK GDPR and receives extra legal protection.
Payment Information
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Billing details
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Payment or card information (used only for processing payments)
Communication Information
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Emails, messages, and other correspondence
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Clinical notes made during therapy sessions
Website Usage Information
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IP address
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Browser type
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Device information
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This data is used only for basic website analytics and security.
Lawful basis for using your information
UK GDPR requires us to have a lawful reason for using your personal data. Depending on the situation, we rely on one or more of the following legal bases:
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Consent – where you have given clear permission. You may withdraw consent at any time by emailing hello@ninepsychology.co.uk
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Contract – where processing is necessary to provide therapy services or respond to enquiries about therapy.
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Legal obligation – where we are required to do so by law.
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Vital interests – where processing is needed to protect life.
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Public task – where processing is required in the public interest.
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Legitimate interests – where therapy has ended and we need to retain records appropriately and lawfully.Special category personal data is processed specifically for the purpose of providing healthcare (therapy) and fulfilling the professional contract between you and your therapist.
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The UK GDPR also ensures that we look after any sensitive personal information you may disclose to us appropriately. This type of information is called 'special category personal information'. The lawful basis for us processing any special categories of personal information is for providing health treatment (in this case, therapy) and a contract with a health professional (in this case, a contract between your therapist and you).
How we use your information
Your personal information may be used for the following purposes:
Therapy Services
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To assess, plan, and provide therapy
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To maintain accurate clinical records
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All therapy information is treated as confidential and is not shared with third parties.
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Confidentiality may only be broken if your therapist believes there is a serious risk of harm to you or someone else. Wherever possible, this will be discussed with you first unless safeguarding concerns prevent this.
Your therapist may keep written or electronic notes of sessions. Email correspondence that is not clinically relevant will be deleted after six months.
Once therapy has ended, records are kept for seven years from the end of the contract and then securely destroyed. You may request earlier deletion where legally permissible.
Clinical Supervision
To ensure safe and ethical practice, therapists are required to attend clinical supervision. During supervision, aspects of your therapy may be discussed without any identifying information. Your identity will remain anonymous, and supervisors are bound by the same professional confidentiality standards.
Billing and Administration
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To issue invoices and process payments
Communication
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To contact you about appointments, reminders, or therapy-related matters
Service Improvement
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To review and improve the quality of our services using non-identifying information
Legal and Regulatory Purposes
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To meet legal obligations or protect legal rights if required
How we store and protect your data
Your personal data is stored securely using encrypted systems. Access is restricted to those who need the information to provide therapy or manage the service.
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Therapy notes are stored electronically and securely
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Information is never shared with third parties
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Emails unrelated to therapy are deleted after six months
After therapy ends, records are retained securely for seven years in line with legal and ethical requirements, then permanently destroyed.
Your data protection rights
You have the following rights under UK GDPR:
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Right of access – to request a copy of your personal data
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Right to rectification – to request correction of inaccurate or incomplete data
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Right to erasure – to request deletion of your data in certain circumstances
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Right to restrict processing – to limit how your data is used in certain circumstances
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Right to object – to object to certain types of processing
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Right to data portability – to request transfer of your data to another provider or to yourself
There is no charge for exercising these rights. We have one month to respond to valid requests.To make a request, please contact: hello@ninepsychology.co.uk. Further information about your rights is available at the ICO website.
Making a complaint
If you are concerned about how your personal data has been handled, you may contact us directly at: hello@ninepsychology.co.uk
Email subject: [COMPLAINT]
You also have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Changes to this privacy policy
We may update this Privacy Policy from time to time to reflect legal or operational changes. The most recent version will always be available on our website and will include the latest update date.
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By using our therapy services or engaging with our clinic, you agree to the terms outlined in this Privacy Policy.
If you have any concerns or queries about this privacy policy, please contact us at hello@ninepsychology.co.uk.
Last Updated: 07.01.26
Nine Psychology Ltd