Privacy Policy

My contact details

Dr Sarah Woods

In this policy Sarah Woods / NEpsychology aims to be as clear as possible about how and why she uses information about you.

By contacting NEpsychology you are agreeing to this policy.

Sarah Woods is the data controller; if another party has access to your data she will tell you if they are acting as a data controller or a data processor, who they are, what they are doing with your data and why she needs to provide them with the information.

The type of personal information I collect

  • Your name 
  • Your date of birth
  • Your contact details including a postal address, telephone number(s) and your email address.
  • Often, your General Practitioner details or other health care provider.  

How I get the personal information and why I have it

  • I collect information directly from you or a third parties; such as a case manager or a referral from another practice.  

So I can:

  • Can communicate with you
  • Provide services to you.
  • Process your payment for services.
  • To keep clinical notes form therapy sessions, cancellations or other relevant communications between us.

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

(a) Your consent, including the contract with you. You are able to remove your consent at any time. See  below for more information about this.

(b) We have a legitimate interest.

How I store your personal information

On computers

  • Computers are password protected and the hard drives encrypted. I also use a smartphone and tablet that is password protected and encrypted. 

Paper Records

  • I keep most records electronically but where there are paper records they are stored in a locked filing cabinet.
  • I keep contact information for a period of 6 months if you do not become a client and then permanently and securely delete all information. 
  • I keep your medical record electronically for 7 years as this is the minimum/maximum length of time for records to be retained and then permanently and securely erase. 
  • I keep electronic invoices for seven years as this is the required length to comply with the HMRC requirements.

How do I share your information

I send information to you and anyone required by law to inform. All information that is sent electronically is sent as attachments that are password protected.

As part of providing my service to you I will send information to you via email. I need to send details of your appointments to you as a reminder and any relevant links such as zoom links. Consent for methods of communication is given by yourself on the terms and conditions sheet.

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 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.

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. 

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.  You can make a subject access request by contacting Sarah Woods. She may require additional verification from you and she may withhold such personal information to the extent permitted by law. In practice, this means that she may not provide information if she considers that providing the information will violate your vital interests.  If you want to have your data removed, I will have to determine if I need to keep the data, for example in case HMRC wish to inspect my records. If I decides that I should delete the data, I will do so without undue delay.

Use of Cookies

We may also store information about you using cookies (files which are sent by us to your computer or other access device) which we can access when you visit our site in future. We do this to to record statistics about the usage of the website.  We do this in a way that does not identify anyone.  We do not make any attempt to identify those visiting the website.  

If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. 

Information on deleting or controlling cookies is available at Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site.

Further information

If your questions are not fully answered by this policy, please contact Sarah Woods.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at NEpsychology / Dr Sarah Woods, see above for contact details.

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

Helpline number: 0303 123 1113

ICO website:

LAST UPDATED September 2021

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NEpsychology - contact us

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07870 241970


Watson House, 23 Oldgate, Morpeth, Northumberland, NE61 1QF

Accessible from surrounding areas such as Blyth, Bedlington, Ashington, Cramlington, Ponteland, Alnwick or Rothbury.