The Maynard Practice Privacy Policy

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Privacy Notice

I am committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

I am Dr Melanie Maynard, trading as The Maynard Practice, and I am the Data Controller responsible for the personal information collected and processed in connection with the psychological services I provide.

This privacy notice explains what information I collect, how I use it, how it is stored, your rights regarding your personal information, and my responsibilities in relation to data protection.

What Information Do I Collect About You?

In order to provide psychological assessment, therapy, consultation, or related services, I collect and process personal information that may include:

• Your name, address, date of birth,      telephone number and email address.
• Information provided by you during initial      enquiries and appointments.
• Appointment records and correspondence.
• Information about your current and      previous psychological and physical health.
• Information about your family,      relationships, employment, education and social circumstances where      relevant to your care.
• Information provided by referrers,      healthcare professionals or insurers, where applicable and with your      knowledge or consent.
• Questionnaire responses, assessment      materials and clinical notes.
• Reports and letters prepared as part of      your treatment.

Some of the information I collect is classified as Special Category Data under UK GDPR. This includes information relating to your physical or mental health, sexual orientation, sexual behaviour, ethnicity, religious beliefs, or other sensitive information that may be relevant to your psychological care.

Lawful Basis for Processing Your Information

I process your personal information under the following lawful bases:

• Article 6(1)(f) UK GDPR – Legitimate      Interests, namely the provision of safe and effective psychological      services.
• Article 6(1)(b) UK GDPR – Performance of a      contract, where processing is necessary to provide services requested by      you.

Special Category Data relating to your health is processed under:

• Article 9(2)(h) UK GDPR – Processing      necessary for the purposes of preventive or occupational medicine, medical      diagnosis, and the provision of health or social care or treatment.

How Will I Use Your Information?

I collect and use your information in order to:

• Provide psychological assessment, therapy      and related services.
• Maintain accurate clinical records.
• Communicate with you regarding      appointments and treatment.
• Prepare reports and correspondence where      appropriate.
• Meet professional, ethical, legal and      regulatory obligations.
• Ensure the safety and effectiveness of my      clinical practice.

Your information is treated as confidential and is only used for purposes connected with your care and my professional responsibilities.

Clinical Supervision

As required by professional standards, I discuss aspects of my clinical work with a qualified clinical supervisor. Supervision helps ensure that the services I provide are safe, ethical and effective.

Where client information is discussed in supervision, I take reasonable steps to minimise identifying information wherever possible. My supervisor is also bound by professional and legal duties of confidentiality and data protection.

Sharing Information With Others

I do not routinely share your personal information with third parties without your knowledge and consent.

With your consent, I may share relevant information with:

• Your GP.
• Referring healthcare professionals.
• Insurance providers where treatment is      funded through an insurer.
• Other professionals involved in your care.

Where possible, I will discuss the content of reports or letters with you before they are sent.

However, there may be circumstances where I am legally or ethically required to disclose information without your consent. These may include:

• Where there is a serious and immediate      risk of harm to you or another person.
• Safeguarding concerns involving children      or vulnerable adults.
• Prevention or detection of serious crime.
• Compliance with a court order, coroner's      investigation or other legal obligation.
• Investigations by regulatory or      professional bodies where disclosure is legally required.

In such circumstances, I will only disclose information that is necessary and proportionate to the purpose of the disclosure. Wherever appropriate and lawful, I will inform you of the disclosure.

Electronic Records and Communication

Some personal information may be stored electronically using secure, password-protected and encrypted systems, including Microsoft 365, secure insurance provider portals and other secure cloud-based systems used to support the delivery of psychological services.

Communication may take place via telephone, email, secure electronic systems or online meeting platforms where appropriate. I use Microsoft 365 email services provided through GoDaddy, Zoom, Bilateral Base and website services provided by GoDaddy.

While reasonable steps are taken to protect electronic communications, email cannot be guaranteed to be completely secure. Clients should be aware of this when sending sensitive personal information electronically.

Third-party service providers used to support my practice may process personal information on my behalf. Such providers are required to comply with applicable data protection laws and maintain appropriate security standards.

Website Enquiries

My website is hosted by GoDaddy.

If you contact me using the contact form on my website, I will collect the information you choose to provide, such as your name, contact details and the content of your enquiry. This information will be used solely for the purpose of responding to your enquiry and determining whether my services may be appropriate for your needs.

Enquiries submitted through the website contact form are transmitted to my practice email account. Information provided through the contact form will be treated confidentially and retained only where necessary for the administration of enquiries and the provision of services.

My website may also collect limited technical information, such as IP addresses, browser type and website usage information, for security and website administration purposes.

International Transfers

Where electronic service providers are used, personal information may occasionally be processed or stored outside the United Kingdom.

Where this occurs, appropriate safeguards will be in place to ensure that your personal information receives a level of protection equivalent to that required under UK data protection law.

How Do I Store Your Information?

I take reasonable technical and organisational measures to protect your personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

Paper records are stored in locked filing cabinets within secure premises.

Electronic records are stored using password-protected and, where available, encrypted systems. Access is restricted to those who require it for legitimate professional purposes.

How Long Do I Keep Your Information?

Clinical records are retained for seven years following the end of our professional relationship.

This retention period reflects professional, legal and insurance requirements and enables me to respond appropriately to any future enquiries, complaints or legal claims.

At the end of the retention period, paper records will be securely destroyed and electronic records permanently deleted unless there is a lawful reason requiring longer retention.

Your Rights

Under UK GDPR, you have the right to:

• Request access to the personal information      I hold about you.
• Request correction of inaccurate or      incomplete information.
• Request restriction of processing in      certain circumstances.
• Object to processing where I rely upon      legitimate interests.
• Request erasure of your personal      information in certain circumstances.
• Request transfer of your personal      information where applicable.
• Lodge a complaint with the Information      Commissioner's Office (ICO).

Please note that some rights may be limited where information must be retained to comply with legal, professional, insurance or regulatory obligations.

Accessing Your Information

If you would like a copy of the personal information I hold about you, or wish to exercise any of your rights, please contact me using the details below.

Changes to This Privacy Policy

This privacy notice is reviewed periodically and may be updated from time to time to reflect changes in legal, regulatory or professional requirements.

Last updated: 25 June 2026.

Right to Complain

If you have concerns about how your personal information has been handled, I would encourage you to discuss these with me in the first instance.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Website: www.ico.org.uk

I am registered with the Information Commissioner's Office as a Data Controller (Registration Number: ZA164472).

Contact Details

If you have any questions about this privacy notice or the personal information I hold about you, please contact:

Dr Melanie Maynard

Email: melanie@drmelaniemaynard.com

Telephone: 07946 785479

ICO Registration Number: ZA164472