Privacy Policy
Last updated: 8 April 2026
This Privacy Policy explains how Sharp Cube Psychology Limited ("we", "us", "our") collects, uses, and protects your personal information when you use our website and services.
Who We Are
Sharp Cube Psychology Limited is a registered company in England and Wales (Company No. 09234567). Our registered office is located at 42 Bloomsbury Square, London WC1A 2RP, United Kingdom.
We are committed to protecting your privacy and handling your personal data responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information We Collect
We collect and process different types of personal information depending on how you interact with us:
Website Visitors
When you visit our website, we may automatically collect technical information including your IP address, browser type, operating system, referring URLs, pages viewed, and time spent on pages. This information helps us understand how visitors use our site and improve its functionality.
Prospective Clients
When you contact us about our services, we collect the information you provide including your name, email address, and details about your enquiry. This allows us to respond appropriately and discuss how we might support you.
Current Clients
When you become a client, we collect additional information necessary to provide psychological services. This includes contact details, relevant background information, assessment results, session notes, and any other information shared during our work together. We maintain detailed clinical records in accordance with professional standards and legal requirements.
How We Use Your Information
We process your personal information for the following purposes:
Service Provision
We use your information to deliver the psychological services you've requested, maintain accurate clinical records, track your progress, and ensure continuity of care. This processing is necessary for the performance of our contract with you.
Communication
We use your contact information to respond to enquiries, schedule appointments, send appointment reminders, and share relevant information about your care. This processing is necessary for our contract with you and serves our legitimate interest in effective communication.
Legal and Professional Obligations
We process certain information to comply with legal requirements, maintain professional standards set by regulatory bodies, and respond to lawful requests from authorities. This processing is necessary for compliance with legal obligations.
Business Operations
We use information for internal administration, quality improvement, professional supervision, and insurance purposes. This processing is necessary for our legitimate interests in operating our practice effectively and maintaining high standards.
Website Improvement
We analyse website usage data to understand how visitors interact with our site, identify technical issues, and improve user experience. This processing serves our legitimate interest in maintaining an effective website.
Legal Basis for Processing
We process your personal information based on the following legal grounds:
Contract Performance: Processing is necessary to provide the services you've requested and maintain our professional relationship.
Legal Obligation: Processing is required to comply with laws and regulations applicable to healthcare providers and businesses.
Legitimate Interests: Processing is necessary for our legitimate business interests, provided these don't override your fundamental rights and freedoms.
Consent: In some cases, we'll ask for your explicit consent before processing certain types of information.
How We Protect Your Information
We implement robust security measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction.
Clinical records are stored in encrypted digital format with restricted access limited to authorised practitioners. We use secure communication channels for sensitive information and regularly review our security practices to ensure they remain effective.
All staff members receive training on confidentiality and data protection. We maintain professional indemnity insurance and follow guidelines set by the British Psychological Society and the Health and Care Professions Council.
Sharing Your Information
We maintain strict confidentiality and only share your information in limited circumstances:
With Your Consent
We may share information with other healthcare providers, family members, or other parties if you've given explicit consent for us to do so.
Legal Requirements
We may disclose information when legally required, such as responding to court orders or complying with regulatory investigations.
Professional Consultation
We may discuss cases with clinical supervisors or colleagues for quality assurance purposes. In these situations, we minimise the information shared and maintain strict confidentiality.
Risk Management
In rare situations involving serious risk of harm to yourself or others, we may need to share information with appropriate authorities or individuals. We'll inform you about this unless doing so would increase the risk.
Service Providers
We use carefully selected third-party service providers for functions such as secure data storage, appointment scheduling, and IT support. These providers are contractually obligated to protect your information and use it only as directed.
How Long We Keep Your Information
We retain different types of information for varying periods:
Clinical Records: We maintain clinical records for a minimum of seven years from the date of last contact, in accordance with professional guidelines. For clients who were under 18, records are kept until their 25th birthday or for seven years, whichever is longer.
Financial Records: Financial information is retained for six years in accordance with HMRC requirements.
Correspondence: General enquiries and correspondence are typically retained for one year unless they form part of a clinical record.
Website Data: Technical website data is retained for up to two years for analysis purposes.
Your Rights
Under data protection law, you have several rights regarding your personal information:
Right of Access: You can request a copy of the personal information we hold about you.
Right to Rectification: You can ask us to correct inaccurate or incomplete information.
Right to Erasure: In certain circumstances, you can request deletion of your personal information.
Right to Restriction: You can ask us to limit how we process your information in certain situations.
Right to Portability: You can request transfer of your information to another service provider in a structured, commonly used format.
Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
These rights are not absolute and may be limited by professional obligations, legal requirements, or other legitimate considerations. We'll explain any limitations when responding to your request.
To exercise any of these rights, contact us at [email protected]. We'll respond within one month unless the request is complex or numerous requests have been made.
Cookies and Website Technologies
Our website uses cookies and similar technologies to improve functionality and analyse usage. For detailed information about the cookies we use and how to manage them, please see our Cookies Policy.
Children's Privacy
When providing services to individuals under 18, we consider their capacity to consent and involve parents or guardians appropriately. We follow professional guidelines regarding confidentiality with younger clients while respecting their developing autonomy.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. Significant changes will be highlighted on our website, and we'll notify current clients directly about changes that materially affect how we handle their information.
Contact and Complaints
If you have questions about this Privacy Policy or how we handle your personal information, contact us at [email protected] or write to us at 42 Bloomsbury Square, London WC1A 2RP, United Kingdom.
If you're concerned about how we've handled your personal data, please raise this with us first so we can address your concerns. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority.
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk