Privacy Notice - Research Participation

Who we are and how to contact us

About this research project

Project Title: Exploring the Use of Mental Space as an Assessment Tool/Process Alongside Other Instruments using Subjective Units of Distress (SUD)

Principal Investigators: [Dr Lucas Derks, Dr Rod Waddington]

What personal data we collect

By participating in this research, we will collect the following personal data:

Direct identifiers:

• Name
• Signature (typed name)
• Date of participation
• Participant code

Research data:

• Therapy modus
• Subjective Units of Distress (SUD) scores
• Pre-session and post-session Mental Space assessment responses
• Other assessment instrument results

Why we collect and use your data

Primary purpose: To analyse whether Mental Space can be used alongside other instruments for validating Subjective Units of Distress (SUD) for assessment purposes.

Secondary purposes:

• To contribute to academic research and publications in anonymised form
• To improve mental health assessment tools and methodologies
• To meet regulatory and professional requirements

Lawful basis for processing:

• Article 6(1)(a) GDPR: Your explicit consent
• Article 9(2)(a) GDPR: Your explicit consent for processing special category data (mental health information)

Your consent

What you're consenting to:

• Participation in the research project described above
• Processing of your personal data for research purposes
• Retention of your data for the specified period
• Use of anonymised data in research publications and presentations

Your right to withdraw: You can withdraw your consent at any time without giving a reason and without any negative consequences. To withdraw consent, contact us using the details above. Please note that withdrawal will not affect the lawfulness of processing carried out before withdrawal.

How we store and protect your data

Security measures:

• All data stored on encrypted drives and secure servers
• Access restricted to authorised research personnel only
• Password-protected systems with regular security updates
• Physical documents stored in locked, secure facilities

Access controls:

• Only named research team members have access to identifiable data
• Access logs maintained for audit purposes

Data minimisation: We only collect and process data that is necessary for the research objectives.

How long we keep your data

Retention period: Up to 5 years from completion of data collection

Justification: This period allows for:

• Data analysis and validation
• Preparation of research publications
• Compliance with research governance requirements
• Potential follow-up studies (with separate consent)

Secure disposal: After the retention period, all data will be securely deleted from electronic systems and physical documents will be destroyed using confidential waste procedures.

Who we share your data with

We do not routinely share your identifiable personal data with third parties. However, we may be required to share data in the following circumstances:

• Legal obligations: Where required by law, court order, or regulatory authority
• Research collaboration: Anonymised data may be shared with academic collaborators
• Ethics oversight: Ethics committees may require access for audit purposes
• Safety concerns: Where there are immediate risks to your safety or that of others

International transfers: Some data processing may involve transfers to countries outside the UK/EU. Where this occurs, we ensure appropriate safeguards are in place under GDPR Article 44-49.

Your rights under GDPR

You have the following rights regarding your personal data:

Research-specific rights

Right to withdraw from research: You can withdraw from the research at any time. This is separate from but related to withdrawing consent for data processing.

Right to research results: You may request information about the general findings of the research (in anonymised form).

How to exercise your rights

To exercise any of these rights, contact us at:

Please provide sufficient information to verify your identity. We will respond within one month of receiving your request.

Data sharing for transparency

Publications: Research findings may be published in academic journals and presented at conferences using anonymised data only.

Data repositories: Anonymised datasets may be deposited in research repositories to support scientific transparency and future research.

Complaints and concerns

If you believe your personal data has not been handled in accordance with GDPR, you have the right to lodge a complaint with:

UK: Information Commissioner's Office (ICO)

• Website: ico.org.uk
• Helpline: 0303 123 1113

EU residents: Your local supervisory authority

You can also contact us directly at thetherapycouch@gmail.com to discuss any concerns.

Changes to this notice

We may update this privacy notice from time to time. Any significant changes will be communicated to research participants.

Acknowledgment

By signing the consent form, you acknowledge that:

• You have read and understood this privacy notice
• You consent to the processing of your personal data as described
• You understand your rights and how to exercise them
• You understand that participation is voluntary and you can withdraw at any time