Thank you for checking out our privacy policy. We take privacy seriously and we’re committed to handling your information in a responsible way while you use our website and services. This includes parents seeking bespoke psychoeducation support for children with mental health issues, individuals purchasing or accessing our online courses and webinars, and those downloading our free resources such as PDFs and guides. This policy sets out how data is collected and processed when you use our website and when you access our services.

 

We encourage you to read this policy alongside any other privacy notices we might provide, so you are fully in the loop about how and why we use your information.

 

Who’s in charge of your data?

The controller of your data is Crosby Simmons Consultancy Limited, trading as Dr Emily, and we can be contacted by email at dremily.edpsych@gmail.com

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Not happy with something?

We’re committed to treating your personal data with respect, transparency, and care. If you ever have questions or concerns about how your data is used, we want to hear from you, and we’ll do our best to resolve things quickly and fairly. Under UK GDPR and the Data (Use and Access) Act 2025, you have the right to raise a complaint about how your personal data is handled. Here's how:

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• Step 1: Email us at dremily.edpsych@gmail.com with a brief description of your concern. You don’t need to use legal language - just tell us what’s worrying you.

• Step 2: We’ll acknowledge your message and respond without undue delay, usually within 10 working days.

• Step 3: If you’re not satisfied with our response, you can escalate your concern to the Information Commissioner’s Office (ICO) at www.ico.org.uk

 

What type of data do we collect about you?

‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:​

 

• Identity details such as your full name.

• Contact details such as your email address and telephone number.

• Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

• Financial information such as details of payments made for courses or bespoke support services. Please note that payment card details are processed directly by our third-party payment provider and are not stored by us.

• Child details provided by parents seeking bespoke psychoeducation support, such as full name, date of birth, and gender.

• Education details provided by parents where relevant to the support being sought, such as school name, year group, and any known educational needs or support plans in place.

• Special Category Data: Mental health information and background details provided by parents, with your explicit consent, or by other healthcare professionals involved in a child's care. This may include information about a child's mental health, medication details, existing diagnoses, and any reports or assessments previously carried out by other professionals. We may also collect details about race or ethnicity or cultural background if you choose to share this with us, where relevant to the support being provided.

• Information about transactions like details about payments to and from you, and other details of services you have purchased from us. Account details such as information about services used by you, and your interests, preferences, feedback and survey responses.

• Usage information about how you use our website and services.

• Marketing information such as your preferences on receiving marketing from both us and third-parties, along with your communication preferences.

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Consents for Health Data: We require your specific consent to process Special Category Data so, when you submit your details, we will ask you to confirm your consent to this processing.

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How do we collect your personal data?

We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:​

 

• When you complete an enquiry, onboarding, or sign-up form (either via our website or sent directly from us to you);

• Verbally during discussions;

• Correspondence with us via email or telephone;

• When you purchase or register for one of our online courses, webinars, or pre-recorded sessions;

• When you subscribe to our parenting support sessions;

• When you download a free resource (such as a PDF or guide) from our website;

• When, with your explicit consent, other healthcare professionals share relevant information about a child's mental health or care;

• When you share reports, diagnoses, or other documents with us directly;

• When you give us feedback or contact us.

• When you request marketing communications to be sent to you.

• When you subscribe to our mailing list or publications.

• When our website provider shares data with us about individuals who sign up for courses or download resources via our website.

 

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

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This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed here.

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We may also receive data from third-parties such as:

 

• Technical information from Analytics providers such as [Google Analytics, Google Ads or Meta].

• Search information providers such as [Google].

• Data from payment providers such as [Stripe, PayPal or other providers].

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What happens if you don’t provide us with the required data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our psychoeducation support services, or to give you access to a course or resource). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

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What are the purposes for which we use your personal data?

The purposes for which we will be using your data include:​

 

• To register you as a new client.

• To provide our psychoeducation support services, online courses, webinars, and free resources.

• To process and deliver our services, including: a) to manage payments, fees and charges for courses and bespoke support; and b) to collect and recover money owed to us.

• To manage our relationship with you e.g. to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.

• To send you relevant marketing information about our services.

• To administer and protect our practice and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

• To send you relevant marketing information about our services, courses, webinars, and resources.

• To use data analytics to improve our website, services, marketing, client relationships and experiences.

• To make suggestions and recommendations to you about services that may be of interest to you.

 

We rely on one or more of the following lawful conditions to process your data as outlined above:

 

• To fulfil our contract with you;

• For our legitimate interests;

• To comply with legal obligations; or

• Explicit consent.

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In some scenarios, we will ask for your consent, especially for collecting special category data (like health data). We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. If you would like more information on the specific legal ground we are relying on please feel free to contact us.

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Our Lawful Basis: Recognised Legitimate Interests

We sometimes process your personal data under what’s called a “recognised legitimate interest”. This is a lawful basis introduced by the Data (Use and Access) Act 2025. This means we use your data in ways that support important public or organisational aims, while respecting your rights and freedoms.​

 

Examples include:

• Helping prevent fraud or misuse of our services

• Supporting safeguarding and professional standards

• Responding to emergencies or protecting wellbeing

• Improving accessibility and inclusion in our resources

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We always carry out a balancing test to make sure our interests don’t override yours. You have the right to object to this type of processing at any time, and we’ll explain your options clearly.

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If you’d like to know more or raise a concern, just email us at [INSERT]. We’re committed to transparency and respectful data use.

 

Use and Storage of Recordings and Photographic Materials

Any recordings (video or audio) and photographic images captured by Dr Emily during the course of psychoeducation sessions, webinars, or training shall be used exclusively for the purpose of delivering professional services, including:​

 

• Supporting the delivery of bespoke psychoeducation sessions and preparing written resources or guidance for parents

• Making pre-recorded webinars and course content available to registered participants

• Supporting the development and delivery of training content or online courses (with anonymisation where appropriate)

• Responding to queries raised during or after a session

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All materials will be stored securely in compliance with UK GDPR standards, using encrypted systems or platforms with appropriate access restrictions. Such content will be retained only for the duration necessary to fulfil its intended purpose, typically no longer than 12 months, unless longer retention is legally required or explicitly agreed in writing.

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No recordings or photographs will be disclosed, shared, or published externally without separate written consent, unless disclosure is required by law (e.g., safeguarding obligations). The Practice will ensure the data is handled in accordance with its internal data protection policy, and any deletion requests will be honoured where lawful and feasible.

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Do we use Cookies?

Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser. Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.

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Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy here to learn more.

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Do we use your data for marketing purposes?

If we send you marketing communications and you no longer wish to receive them, you can opt out anytime by contacting us or clicking on the ‘unsubscribe’ button on our marketing communications. Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our practice).

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Do we use third-party links?

Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data. We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.​

 

Do we ever share your personal data?

We take your data's security seriously and only allow certain people to access it. We may share your personal data with the parties set out below for the purposes as stated further above.​

 

• Service providers acting as processors who provide IT and system administration services, including Google (for email communication via Gmail and for storage of session notes via Google Notes) and our website provider, who processes contact details when individuals sign up for courses or download resources.

• Our online course and webinar platform provider, where applicable, for the purposes of course enrolment, delivery, and administration.

• Professional advisers including lawyers, accountants, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

• Payment providers (such as [INSERT PAYMENT PROVIDER, e.g. Stripe or PayPal]) for the purposes of processing payments for courses and bespoke support services.

• Other healthcare professionals involved in a child's care (such as GPs, psychiatrists, or therapists), but only where you have given us your explicit consent to do so.

• Our accountant, for the purposes of financial management, invoicing, and tax compliance.

• HM Revenue and Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

• Where necessary to protect a child's safety or wellbeing, we may need to share information with relevant professionals without your consent. We will always inform you of this where it is safe and lawful to do so.

• Our website provider and any integrated third-party tools (such as analytics or mailing list providers), to the extent necessary to operate and improve our website and communications.

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All the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.

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Do we ever transfer your data internationally?

We may transfer your data outside of the United Kingdom, but only when we can be sure it is protected.

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Many of our external third parties are based outside the United Kingdom and so their processing of your personal data will involve a transfer of data outside the United Kingdom.

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Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:​

 

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom.

• Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

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Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

 

How secure is your data with us?​

We have strong security measures in place to keep your personal information safe as outlined below. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.​

 

Client session notes are stored using Google Notes, and email communications are conducted via Gmail. Both are Google services subject to Google's data processing terms. Please see the section on international transfers for further information.

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In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.​

 

Children’s Data & Age-Appropriate Design

We’re committed to protecting the privacy of children and young people whose information is shared with us by their parents or guardians. As our services are delivered to parents and carers (rather than directly to children), we follow the Age-Appropriate Design Code and the updated rules under the Data (Use and Access) Act 2025 to ensure children's data is handled with the utmost care.​

 

Here’s what that means in practice:

 

• We design our services with children’s safety and understanding in mind

• We avoid using unnecessary tracking or profiling tools

• We explain things clearly, using child-friendly language wherever possible

• We ask for parental or guardian consent when needed

• We give children meaningful choices about their data

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If you’re a parent, guardian, or educator and have questions about how we handle children’s data, just email us at dremily.edpsych@gmail.com.

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What is our process for retaining your data?

We only keep your data as long as necessary for the purposes for which we collected it.​

 

We retain records relating to bespoke psychoeducation support for a period of 7 years from the date of last contact, or, where the client is a child, until their 25th birthday, whichever is later. This reflects best practice guidance for records involving children's mental health information. We retain basic financial and transactional records (including contact, identity, and payment data) for 6 years from the date of the relevant transaction, in line with our legal obligations for tax purposes. Records relating to course enrolments and resource downloads are retained for as long as necessary to manage your account and comply with our legal obligations, and no longer.

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For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.

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What are your legal rights in relation to your data?

You have the following rights regarding your personal data:

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Access: You have the right to ask us what personal data we hold about you and to receive a copy of that data. This is called a Subject Access Request (SAR).

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We’ll respond within one calendar month, but if we need to verify your identity first, we may pause the clock while we do so. This helps protect your data and ensures we’re sharing it with the right person. If your request is complex or repetitive, we may apply proportionality rules under the Data (Use and Access) Act 2025, which allow us to limit the scope or extend the response time. We’ll always explain why and keep you informed. To make a request, just email us at [insert contact email] with the subject line “DSAR Request”. You don’t need to use legal language - just let us know what you’d like to see or understand. If you’re unhappy with how we handle your request, you can raise a concern with the Information Commissioner’s Office (ICO) at www.ico.org.uk

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Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.

 

Erasure: You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.

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Objection: In certain situations, you have the right to object to the processing of your personal data.

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Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.

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Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.

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Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

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If you wish to exercise any of the rights set out above, please contact us.

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We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.​

 

Changes and Contact

We regularly review and update our privacy policy to reflect changes in our services or applicable law. The current version will always be available on our website. Please keep us updated if your personal data changes. If you have any questions, concerns, or wish to exercise your rights, please do not hesitate to get in touch using the contact details at the top of this policy.

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Thanks for reading our privacy policy. If you have any questions, please do not hesitate to contact us.