Privacy Policy

Who we are

Brain & Mind Ltd

85 Great Portland Street
London, W1W 7LT
Phone number: 020 3303 0295
Email: admin@brainmind.co.uk

The type of personal information we collect 

We currently collect and process the following information:

• Basic contact information (name, date of birth, telephone numbers and address).
• Current and past medical history, medication, your GP details and treatment records.
• Call log of incoming and outgoing calls to 020 3303 0295 & 07899 690411.
• Cookies for Google Analytics: When you interact with the Services, we try to make that experience simple and meaningful. When you visit our website, our web server sends a cookie to your computer or mobile device. Cookies are small pieces of information that are issued to your computer or mobile device when you visit a website or access or use a mobile application, and that store and sometimes track information about your use of the Platform. A number of cookies we use last only for the duration of your web or application session and expire when you close your browser or exit the application. Other cookies are used to remember you when you return to the Platform and will last longer.

If you consent to us using your information, you have the right to withdraw that consent at any time.

Please do so by contacting Brain & Mind Ltd on admin@brainmind.co.uk.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

We only collect data that is relevant and necessary for your treatment/management in order for us to deliver the best possible service. We process the data because it is in our legitimate interests as expert clinicians to do so.

We also receive personal information indirectly, from the following sources in the following scenarios:

• Consultants and their medical secretaries to process your enquiry or appointment booking.
• NHS providers and GP practices who are referring you to our services.
• Private medical insurers.
• Solicitors (personal injury claims for treatment purposes or requests for expert opinions).

We do not collect any information which does not have a specific purpose or role to play in your care.

How we use this information

Information collected by Brain & Mind Ltd may be used for the following reasons:

• We use your contact information to get in touch with you to organise appointments and treatment recommendations as well as sorting payments.
• From time to time, we will need to liaise with other professionals involved with your care, such as your GP, hospital consultant, solicitor, your case manager or other members of the multidisciplinary team.
• We will only do this with your consent and when it is necessary for your treatment/management.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting admin@brainmind.co.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information 

Brain & Mind Ltd gathers, stores and processes information in accordance with the General Data Protection Regulation (GDPR).

Your information is securely stored electronically on our private practice manager software and on Microsoft protected with multifactorial passwords and key fobs.

We do not accept paper records and do not store these. 

How long will we keep your information?

We keep your information in line with the Department of Health records retention schedule. We will also keep your personal information for a certain period after your health care has ended or you have completed your treatment.

When determining how long this period will last, we take into account our legal obligations, the expectations of data protection regulators, and the amount of time we may strictly need to hold your personal information to carry on our work. For example, if you have a patient record with us, we will keep your information and patient details for a specific length of time. To meet our legal and regulatory requirements, we must keep much of this information for many years.

We will also need to keep your information in archived form in order to protect our legal rights. This may be for the period during which legal claims can be made under applicable law. In the UK, this is six years for contractual claims. 

Once the information is no longer needed we will definitively delete the electronic records accordingly and shred any existing paper records.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at admin@brainmind.co.uk or by post at 85 Great Portland Street, London, W1W 7LT, if you wish to make a request.

How to complain

Brain & Mind Ltd and all associates are registered with the Information Commissioners

If you have any concerns about our use of your personal information, you can make a complaint to us at admin@brainmind.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk