How Limited uses your information to provide you with healthcare. Limited keeps clinical records confidential and complies with the General Data Protection Regulation.

We hold your clinical record so that we can provide you with safe care and treatment.

We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.


·       We will share relevant information from your clinical record with other health or social care staff or organisations when they provide you with care. For example, clinicians will share information when they provide advice or updates on your care to other clinical or care professionals.  

·       You have the right to object to information being shared. Please speak to Professor Craig White if you wish to object. You also have the right to have any mistakes or errors corrected.

Other important information about how your information is used to provide you with healthcare.

Personal and Public Safety 

  • Sometimes we need to share information so that you, children or other people considered vulnerable or at risk, including healthcare staff are protected. 
  • These circumstances are rare.  
  • We do not need your consent or agreement to do this.  

How your information is shared so that this practice can meet legal requirements

The law requires Limited to share information from your clinical records in certain circumstances.

We must also share your information if a court of law orders us to do so.

We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details Limited, 24 Beresford Terrace, Ayr. KA7 2EG


Data Protection Officer contact details 

Professor Craig White

Purpose of the processing


  • To provide direct health or social care to individual patients.  
  • For example, when a patient is receiving clinical and care services, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care. 
  • To check and review the quality of care. (This is called audit and clinical governance). 
  • Compliance with legal obligations or a court order 

Lawful basis for processing


These purposes are supported under the following sections of the GDPR:

·       Article 6(1)(c) – ‘processing is necessary for compliance with a legal obligation to which the controller is subject…’

·       Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and

·       Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services...”

Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data


The data will be shared with:

  • healthcare professionals and staff;
  • GP and hospitals clinical and care staff;
  • or other organisations involved in the provision of direct care to individual patients.  

Rights to object


  • You have the right to object to information being shared between those who are providing you with direct care.  
  • This may affect the care you receive – please speak to Professor White.
  • You are not able to object when information is legitimately shared for to protect you or others or to address significant risk to life or other harm.
  • In appropriate circumstances it is a legal and professional requirement to share information for personal and public safety reasons - to protect people from harm.  

Right to access and correct

  • You have the right to access your clinical record and have any errors or mistakes corrected. Please speak to Professor White or make a subject access request by emailing

  • We are not aware of any circumstances in which you will have the right to delete correct information from your clinical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.

Retention period


Clinical records will be kept in line with the law and national guidance.  The minimum retention period for clinical psychology records is 30 years from the date of last attendance to destruction of the records. 

Right to complain


You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113 

Data we get from other organisations

We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you are attending another clinical or care professional he/she may write to let us know about this element of your care. This means your clinical record is kept up-to date when you receive care from other providers of health and care.