TalkPlus Fair Processing Notice


Why we collect information about you

In TalkPlus we aim to provide you with the highest quality psychological treatment. To do this we must keep records about you and the care we have provided or plan to provide to you.

These records are stored on a central computer database and may include:

  • basic details about you, such as your address, date of birth.
  • contact we have had with you, such as clinical sessions.
  • notes and reports about your wellbeing.
  • details and records about your treatment and care


How your records are used to help you

The way that health information is recorded has changed over time and we now have electronic tools that enable us to provide a better level of care because the people caring for you have accurate and up-to-date information about your treatment.

Your treatment records are used to ensure that:

  • Psychological therapists looking after you have accurate and up-to-date information about you to help them decide on any future care you may require
  • full information is available should you see another therapist or be referred to a specialist or another part of the NHS
  • there is a good basis for assessing the type and quality of care you have received
  • your concerns can be properly investigated if you need to complain.

How your records are used to help the NHS

In order for TalkPlus to make the best use of its resources we need to understand what care we are providing and to whom. Therefore we will need to understand trends in groups of patients. On these occasions we will only use your information in an anonymized form.   Your information can help the NHS to:

  • plan services to ensure we meet the needs of our population in the future
  • report events to the appropriate authorities when we are required to do so by law
  • undertake clinical audit of the quality of services provided
  • report and investigate complaints, claims and untoward incidents
  • prepare statistics on our performance for our local Clinical Commissioning Group (NEHF CCG) and NHS England/Digital
  • review our care to make sure that it is of the highest standard
  • teach and train psychological therapists
  • conduct health research and development.

There may be other uses to which Health Care Records may be of assistance to the NHS.

How we keep your information safe

Everyone working in TalkPlus and the NHS has a duty to keep your information confidential and secure.

However, from time to time, there may be a need to share some or all of your information with other health care professionals or NHS organizations so that we can work together to provide the best possible care. We will only ever share your information if it is in your best interests.

We will not disclose any information that identifies you to anyone without your express permission unless in exceptional circumstances, such as where we are required to do so by law.

You have the right

You have the right to confidentiality under the Data Protection Act 1998, the Human Rights Act 1998 and the common law duty of confidence. The Disability Discrimination and the Race Relations Acts may also apply.

You also have the right to ask for a copy of all records about you:

  • Your request must be made in writing (email is acceptable) to the organization holding your information.
  • There may be a charge to have a printed copy of the information held about you.
  • We are required to respond to you within 40 days. You will need to give adequate information (e.g. full name, address, date of birth, NHS number) and you will be required to provide identification before any information is released to you.

If you think that there are inaccuracies in your record, you have the right to request that these be corrected or annotated.  If you have any concerns about how your information may be shared, please discuss them with your health care provider.

How we keep your records confidential

Everyone working in TalkPlus, the NHS or for Social Services has a legal duty to keep information about you confidential.

Records will be kept in line with the Department of Health Records Management Code of Practice which determines the minimum length of time that records should be kept for.

Our guiding principle is that we hold your records in strict confidence.

We have a duty to:

  • maintain full and accurate records of the care we provide to you
  • keep records about you confidential, secure and accurate
  • provide information in a format that is accessible to you (for example, in large type if you are partially sighted).

We only share information that identifies you, if:

  • it ensures you receive the best care possible
  • you ask us to do so
  • we ask and you give us specific permission
  • we have to do this by law
  • we have special permission for health or research purposes
  • we have special permission because the interests of the public are thought to be of greater importance than your confidentiality

How you can arrange to see your own health records

The Data Protection Act (1998) entitles you to view the information contained in your health care record.

Please contact the following organizations to see or obtain a copy of your records:

  • For your TalkPlus treatment records please contact TalkPlus directly
  • In some cases, if you have received hospital treatment this may not be included in the health care records that TalkPlus holds, so please contact the hospital directly. You will need to apply in writing to the individual healthcare professional or organization that has treated you or provided care.