Privacy Policy of Erhare-Ovwra Therapy Centre LTD.
Who are we?
Erhare-Ovwra Therapy Centre LTD. is an independent mental health company offering psychological therapy, assessments, consultation, supervision, training, and related services. Erhare-Ovwra Therapy Centre LTD also offers spirituality-based services.
We are committed to protecting the privacy and confidentiality of all individuals accessing our services, including children, young people, vulnerable adults, and adults. This Privacy Policy outlines how we collect, use, share, and store personal data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. It also provides information on how we communicate with clients regarding new services and handle safeguarding concerns.
Contact us:
enquiries@eotherapycentre.co.uk
https://eotherapycentre.co.uk/
07345414566
Scope
This Privacy Policy applies to:
All clients of Erhare-Ovwra Therapy Centre LTD, including children, young people, vulnerable adults, and adults.
Any personal information collected from clients, guardians, or other individuals acting on behalf of clients.
Definitions
Personal Data: Any information that can identify a person, such as names, addresses, phone numbers, email addresses, and health information.
Sensitive Personal Data: Includes data related to a person’s health, racial or ethnic origin, sexual orientation, or other sensitive categories that require enhanced protection.
Data Controller: Erhare-Ovwra Therapy Centre LTD, is responsible for determining how personal data is processed.
Data Processor: Any third party that processes personal data on behalf of Erhare-Ovwra Therapy Centre LTD.
Safeguarding: Actions taken to protect children, young people, vulnerable adults, and adults at risk of harm or abuse.
Data Collection and Use
We collect and process personal data for the following purposes:
To provide psychological and psychotherapy services, including assessment, formulation, consultation, supervision, and treatment.
To provide spirituality-based services.
To communicate with clients about appointments, treatment plans, and progress.
To maintain accurate records of client interactions.
To comply with legal obligations, including safeguarding and the reporting of harm.
To send clients information about new services, workshops, or events offered by Erhare-Ovwra Therapy Centre LTD (with client consent).
Information That is Collected and why
Personal Data
Data Type: Name, date of birth, contact details
Purpose: To identify you and communicate with you
Legal Basis (UK GDPR): Contractual necessity / Legitimate interests
Data Type: Health and mental health information
Purpose: To provide safe, effective psychological and energy healing care
Legal Basis (UK GDPR): Provision of health care (special category data)
Data Type: GP name and contact details
Purpose: For safeguarding, coordination of care, and emergencies
Legal Basis (UK GDPR): Legitimate interests / Vital interests
Data Type: Medical and developmental history
Purpose: To inform assessment and treatment plans
Legal Basis (UK GDPR): Provision of health care
Data Type: Emergency contact details
Purpose: In case of urgent concerns
Legal Basis (UK GDPR): Vital interests
Data Type: Financial data (e.g. invoices, payments, funding sources)
Purpose: To manage billing, insurance, and contracts
Legal Basis (UK GDPR): Contractual necessity / Legal obligation
Data Type: Email, phone or website interaction data
Purpose: For communications, service updates, or marketing (if opted in)
Legal Basis (UK GDPR): Consent / Legitimate interests
Special Category Data
As a provider of psychological and therapeutic services, we routinely collect and process special category data as defined under Article 9 of the UK GDPR. This includes information that is considered more sensitive and therefore requires additional protection.
Special category data we may hold includes, but is not limited to:
Health and mental health information
Medical and developmental history
Therapy session notes and assessment reports
Information about sex life or sexual orientation
Racial or ethnic origin
Religious or philosophical beliefs
Information about family relationships, trauma history, or safeguarding concerns
We collect and process Special category data under the lawful basis of:
Article 6(1)(b) – For the performance of a contract (i.e. delivering the service you have requested), and
Article 9(2)(h) – For the provision of health or social care or treatment, carried out by or under the responsibility of a regulated health professional.
We only collect what is necessary to provide you with safe, high-quality care, and your information is treated with strict confidentiality and stored securely.
How do we collect your data?
We collect data:
Directly from you (via referral forms, registration forms, therapy sessions, assessments, etc.)
From parents, carers, or professionals involved in your care
From third parties (with your consent), such as GPs or case managers
Through our secure digital platforms (e.g. Microsoft, Proton Mail)
For clients under the age of 18, we collect personal information from the child’s parent or guardian and may also collect information directly from the child during therapy. We ensure that children and young people understand how their data will be used, where appropriate, and we seek consent from both the child and the parent or guardian where required.
How your data is used and stored
We only use your data for the purposes it was collected, and always lawfully and transparently. Your information is stored securely using systems such as Microsoft, Proton Mail and other secure systems.
We retain data for a minimum of 7 years after your final contact with us (or until age 25 for under-18s, whichever is longer), in line with professional guidance.
Who can access your information?
Only professionals involved in your care or the operation of our service will have access to your information — and only when it is necessary.
This may include:
Your treating therapist or psychologist
Clinical or administrative staff who manage records or appointments
Other professionals within the team involved in multidisciplinary care
External supervisors or consultants, where required for clinical oversight and safety
Many of our clinicians work with us as self-employed contractors. While they are not employees of Erhare-Ovwra Therapy Centre LTD, they are contractually bound to follow our data protection policies and are required to use a secure system (e.g. Microsoft office) for all clinical records.
Self-employed team members may:
Temporarily hold paper notes (e.g. during home visits or travel) — these are expected to be securely transferred to a secure system promptly
Access external clinical supervision — only anonymised or minimal necessary information is shared, in line with ethical guidance
All contractors and supervisors are required to maintain confidentiality, comply with GDPR, and follow their professional codes of conduct.
Third-Party Providers We Work With
To deliver our services safely, efficiently, and professionally, we work with a small number of trusted third-party providers. These organisations help us manage communications, clinical records, financial processes, IT systems, and service improvement. All third parties are required to comply with strict confidentiality, data protection, and information security standards under GDPR.
We only share the minimum necessary data with the following providers:
Category: Clinical records and appointment systems
Purpose: To store therapy notes, manage appointments, and maintain secure records
Examples: Microsoft, Proton Mail
Category: Email and communication platforms
Purpose: To send appointment confirmations, reports, and secure correspondence
Examples: Outlook (Microsoft), Proton Mail, Teams (Microsoft)
Category: Financial administration
Purpose: To manage invoicing, accounting, and financial reporting
Examples: FreeAgent, Tiger Lily Accounting
Category: Supervision and clinical governance support
Purpose: To ensure safe and ethical practice with appropriate oversight
Examples: Accredited supervisors (internal or external), all bound by confidentiality and professional standards
Category: Referrers, funders and care professionals
Purpose: To coordinate care, manage funding, or inform support plans
Examples: GPs, schools, local authorities, case managers, insurance providers
Category: IT, marketing, website and data security support
Purpose: To maintain our systems, devices and digital security
Examples: Google, Hostinger, Microsoft, Information Commissioner’s Office (ICO)
Category: Administrative and clinical operations support
Purpose: To assist with referral processing, record-keeping, and compliance monitoring
Examples: Claire Wiles
Your Rights
Under GDPR, you have the right to:
Access the personal data we hold about you
Request correction of any inaccurate or incomplete information
Request deletion of your data (in some circumstances)
Object to or restrict how we process your data (including for marketing purposes)
Request data portability (transfer to another service provider)
Withdraw consent at any time (where consent is relied upon)
Complain to the Information Commissioner’s Office (ICO): www.ico.org.uk
To exercise your rights or raise a concern, email: enquiries@eotherapycentre.co.uk
AI and Automated Tools
At Erhare-Ovwra Therapy Centre LTD, we may use artificial intelligence (AI) tools, including Microsoft Copilot, to support aspects of our administrative, training, and service-related work. These tools may assist with tasks such as drafting documents, summarising information, and improving operational efficiency.
Given the sensitive nature of the services we provide, we take particular care when using AI tools. We do not use AI to make solely automated decisions that have legal or similarly significant effects on individuals.
Where AI tools are used:
We minimise the use of personal data and avoid inputting identifiable or sensitive client information wherever possible
Any information used is limited to what is necessary and proportionate
Appropriate safeguards are in place to protect confidentiality, particularly in relation to special category data (e.g. health information)
Data is not used to train AI models without appropriate protections and controls
All personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and relevant professional and ethical standards.
Where third-party AI providers (such as Microsoft) process data on our behalf, this is done under appropriate contractual arrangements to ensure data security and confidentiality.
Cookies and Website Analytics
We use cookies and analytics tools on our website to help us improve functionality and the user experience. You can manage your cookie settings in your browser at any time.
Communicating With Clients
Erhare-Ovwra Therapy Centre LTD. may contact clients to:
Provide information about new services, events, or workshops that may be of interest.
Share updates about therapy sessions, scheduling, or other related matters.
Marketing and Service Updates
Clients will be asked for their consent to receive communications about new services and events. You have the right to opt out of receiving these communications at any time by contacting us or by following the unsubscribe instructions included in the communication.
Updates to This Notice
We may occasionally update this Privacy Notice to reflect changes in our practice, providers, or legal requirements. The most up-to-date version will always be available on our website.