Privacy Notice

Your privacy, our priority

At The Kalamitia Clinic Ltd, we take your privacy seriously. This notice explains how we collect, use, store, and share your personal information when providing child and adolescent mental health services. Our aim is to ensure you feel confident in how your data is handled.

This Privacy Notice applies to all services provided by The Kalamitia Clinic Ltd and is written in accordance with UK GDPR and the Data Protection Act 2018.

The Kalamitia Clinic Ltd is the Data Controller for all personal information we collect and process.

How we use your information

We collect personal information to provide safe, effective, and personalised clinical care. This includes:

  • Understanding your child or young person’s needs

  • Completing assessments and diagnostic formulations

  • Preparing clinical reports

  • Communicating with families, GPs, schools, and other professionals (with consent)

  • Managing appointments, records, billing, and administrative tasks

  • Meeting legal, safeguarding, and regulatory obligations

  • Supporting clinical governance and quality assurance

We do not use your information for marketing without your explicit consent.

What information we collect

Depending on your interaction with our service, we may collect:

  • Contact details (name, address, phone number, email)

  • Date of birth and demographic information

  • GP and school details

  • Clinical information, assessments, reports, and correspondence

  • Risk and safeguarding information

  • Payment information (if applicable)

  • Information submitted via contact forms or email correspondence

  • Basic technical data such as IP address and browser type (for website security and functionality)

This information helps us deliver safe, accurate, and high‑quality care.

Lawful basis for processing

We process personal data under the following lawful bases:

Article 6 (UK GDPR):

  • 6(1)(b) — Contract (providing paid clinical services)

  • 6(1)(c) — Legal obligation (safeguarding, record keeping, regulatory compliance)

  • 6(1)(e) — Public task

  • 6(1)(d) — Vital interests

  • 6(1)(f) — Legitimate interests

Article 9 (special category data):

  • 9(2)(h) — Provision of health or social care

  • 9(2)(c) — Vital interests

  • 9(2)(g) — Safeguarding of children

These lawful bases allow us to provide clinical care safely and responsibly.

Who we share information with

We only share information when it is appropriate, necessary, and lawful. This may include:

  • Your GP

  • Schools or education settings

  • Other healthcare professionals

  • Local authority safeguarding teams

  • Emergency services (if required for safety)

  • IT service providers who support our clinical systems (e.g., Cliniko), under strict data protection agreements

We never share information for marketing or non‑clinical purposes. Where consent is required, we will always seek it first.

How we store your information

Your records are stored securely in Cliniko, a GDPR‑compliant clinical system.

Additional safeguards include:

  • Encrypted and password‑protected devices

  • Restricted access for authorised clinicians only

These measures ensure your information is protected at all times.

How long we keep information

We retain records in line with the NHS Records Management Code of Practice and our internal Data Retention Schedule.

Children’s mental health records are typically retained until the child’s 25th birthday, or 8 years after last contact — whichever is later.

Your rights

You have the right to:

  • Access your records

  • Request corrections

  • Request deletion (in limited circumstances)

  • Object to processing

  • Restrict processing

  • Request transfer of your data

  • Make a complaint to the ICO

We will support you in exercising these rights wherever possible.

Children’s rights

Children and young people have the same data protection rights as adults. Where appropriate, we will:

  • Explain how their information is used

  • Seek their views

  • Respect confidentiality unless safeguarding concerns require disclosure

Gillick‑competent young people may give or withdraw consent independently.

Withdrawing consent

Where we rely on consent — for example, contacting schools or other professionals — you may withdraw this at any time by emailing us.

Withdrawal of consent does not affect processing carried out under legal obligations, safeguarding duties, or vital interests.

Contact

If you have any questions about this notice or your data, please contact:

Email: info@thekalamitiaclinic.co.uk  Company number: 17297696 Phone: 07393093985 Registered office address: Available on request