Privacy Policy

1. Who We Are and How to Contact Us

The Resilient Mind ("we," "us," "our") is a private mental health practice. We are the data controller for personal information collected through our website and services.

Data Protection Contact:
Email: privacy@theresilientmind.com
Address: [Practice Address]

2. What Information We Collect

2.1 Information you provide directly

• Contact information (name, email address, phone number)
• Professional background and occupation
• Health and mental health information shared in sessions or intake forms
• Payment information (processed securely; we do not store full card details)
• Communications with us by email, phone, or secure message

2.2 Information collected automatically

• Website usage data (pages visited, time on site, referring URL)
• Device and browser information
• IP address (used for security purposes only)
• Cookies (see Section 8 for our Cookie Policy)

2.3 Information from third parties

With your written consent, we may receive information from previous healthcare providers, referring clinicians, or others involved in your care.

3. How We Use Your Information

3.1 To provide our services

We use your personal and health information to deliver therapy and psychological services, communicate with you about appointments, and manage your clinical record.

3.2 Legal and safety obligations

We may use or disclose information where required by law, or where necessary to prevent serious harm. See our confidentiality exceptions in our Terms of Service.

3.3 Service improvement

We use anonymised, aggregate data to improve our services, clinical outcomes tracking, and website. No individually identifiable information is used for this purpose.

3.4 Communications

With your consent, we may send you our newsletter, clinical updates, or information about our services. You can unsubscribe at any time.

4. How We Store and Protect Your Information

4.1 Security

All personal and health data is stored on encrypted, HIPAA-compliant servers. Clinical records are stored in a dedicated, access-controlled clinical records system. Session notes are stored separately from personally identifying information.

4.2 Staff access

Access to your information is restricted to your treating therapist and, where necessary, administrative staff involved in your care. All staff are bound by strict confidentiality obligations.

4.3 Virtual sessions

All virtual therapy sessions are conducted via end-to-end encrypted video platforms. Sessions are never recorded without your explicit written consent.

4.4 Retention

We retain clinical records for a minimum of seven years from the date of last contact, in compliance with applicable professional and legal standards. After this period, records are securely destroyed. You may request earlier deletion in certain circumstances (see Section 6).

5. Who We Share Your Information With

We do not sell your information to anyone, ever. We share your information only in the following circumstances:

• With your consent: We may share information with other healthcare providers, referrers, or family members only with your explicit written consent.
• Legal requirements: Where we are legally obligated to disclose information (e.g., court order, mandatory reporting obligations).
• Safety: Where disclosure is necessary to prevent serious and imminent risk of harm.
• Service providers: We use trusted third-party service providers (e.g., secure video platform, payment processor, encrypted email) who are contractually bound to handle your data in compliance with applicable law. They have no right to use your data for their own purposes.

6. Your Rights

Subject to applicable law, you have the following rights in relation to your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may request that we correct inaccurate information.
• Deletion: In certain circumstances, you may request deletion of your information. Note that legal and professional obligations may require us to retain clinical records.
• Restriction: You may request that we restrict processing of your information in certain circumstances.
• Portability: You may request a copy of your information in a portable format.
• Objection: You may object to certain uses of your information.
• Withdraw consent: Where processing is based on consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@theresilientmind.com. We will respond within 30 days.

7. Access to Your Clinical Records

You have the right to request access to your clinical records. Requests should be made in writing. We will provide access within 30 days unless a clinical exception applies (e.g., where disclosure could cause serious harm). There is no charge for initial requests.

8. Cookies

Our website uses the following types of cookies:

• Essential cookies: Necessary for the website to function. Cannot be disabled.
• Analytics cookies: Help us understand how visitors use our site (anonymised data). You may opt out via your browser settings or our cookie preference centre.
• Marketing cookies: We do not currently use advertising or marketing cookies. If this changes, we will update this policy and seek your consent.

You can control cookie settings through your browser. Note that disabling certain cookies may affect website functionality.

9. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from individuals under 18 without appropriate parental or guardian consent. If you believe a minor has provided us with information without appropriate consent, please contact us immediately.

10. International Data Transfers

We store data on servers located in [jurisdiction]. If you access our services from outside this jurisdiction, your data may be transferred internationally. We ensure appropriate safeguards are in place for any such transfers, in compliance with applicable data protection law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and update the "last updated" date above. We encourage you to review this policy periodically.

12. Complaints

If you have concerns about how we handle your personal information, please contact us first at privacy@theresilientmind.com. If you are not satisfied with our response, you have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

13. Contact Us

For all privacy-related queries:

The Resilient Mind — Privacy Team
Email: privacy@theresilientmind.com
Post: [Practice Address]