Spencer Psych Ltd.’s Website Privacy Policy.
This Privacy Policy applies to Spencer Psych Ltd, also referred to in this policy as “Spencer Psych”, “we”, “us” or “our”.
Spencer Psych Ltd provides services under a number of names and brands, including Socially Fearless, Sophia Spencer, and the Social Mind Clinic. Where this policy refers to Spencer Psych Ltd, it includes services provided through those brands unless stated otherwise.
Please read these terms carefully before using our website or accessing services with us.
The controller of your data is Hannah Sophia Spencer, and we can be contacted at sophia@sociallyfearless.com
What type of data do we collect?
Personal data is information that identifies you. We may store, use and collect the following types of personal data about you:
- Your identity: such as your first and last names, date of birth, gender, pronoun, marital status and username
- Contact details: such as your address, phone number and email
- Financial information: such as your bank account and payment card
- Transaction information: such as details about payments to and from you, details of services you have bought from us
- Technical information: time zone, location, your internet protocol (IP), technology you use to access our services and website
- Marketing information: such as your preferences on receiving marketing from both us and third parties and your preferences around communication frequency and methods of communication
- Special category data: such as information about your health, including information about your existing and previous medical health conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you. We do not collect any other Special Category Data about you.
Consent 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.
How do we collect and store your data?
We use different methods to collect data from and about you.
Most of the time your information is collected directly when you contact us in the following ways:
- when you contact us via email or through contact forms
- when you sign up to our client management and scheduling software to join the waitlist or book an appointment
- when you complete appointment forms and documents
- when you sign up to a group class
- correspondence with us via post, phone, email or otherwise.
- when you give us feedback or contact us
- when you give us consent to record a session
- when you purchase a product
We may use to collect data includes the use of website cookies or other similar technologies. For more information refer to our Cookie Policy here.
We may also receive data from third parties such as:
Technical information from providers such as Google and Ahrefs
Advertising networks such as Instagram, TikTok and Facebook.
Search information providers such as Google and ChatGPT
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 register you in a group class
To send you a product, email or receipt
To provide our services
To charge and receive payment
To ask you for feedback
To send you relevant information to our services
To administer and protect our services and website
To use data analytics to improve our services and website
To contact you regarding your appointments
To send you health related information
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; and
To comply with legal obligations
Consent and other lawful bases
In some circumstances, we will rely on your consent to process your personal data, particularly where we process Special Category Data such as information about your health.
Different lawful bases may apply to different types of information or different activities. In some circumstances, more than one lawful basis may apply.
You can contact us at any time if you would like more information about the lawful basis we rely on for a particular type of processing.
Cookies
Our website uses cookies and similar technologies.
Some cookies are required for the website to operate correctly. Others help us understand how visitors interact with the website, which pages are being viewed and how our website and services can be improved.
Where required, you will be given the opportunity to manage your cookie choices. You can manage your cookie preferences through our website cookie settings and, depending on your browser, through your browser settings. Our cookie policy is here.
Artificial intelligence and digital tools
Spencer Psych Ltd may use artificial intelligence and other digital tools within its business operations.
For example, these technologies may assist with administrative work, research, developing resources, analysing non-clinical information, preparing marketing material or drafting business content.
We do not provide identifiable client information or confidential therapy material to general-purpose artificial-intelligence services.
We currently use 2 AI tools:
ChatGPT: for support with marketing materials and administrative matters. ChatGPT is not used for clinical or therapy information.
BizzyAI: an AI scribe provided by our client management software zanda. Zanda uses Amazon Web Services (AWS) for both the live transcription and note summary generation. AWS meets rigorous industry standards for security and compliance, and these services do not retain or store any customer data after processing. All API calls are encrypted with SSL/TLS to ensure data security. BizzyAI is HIPAA compliant.
Where appropriate, further information about a particular system may be provided separately.
Emails and marketing communications
We may contact you with information about Spencer Psych Ltd's services, groups, resources, events or other relevant offers where data-protection and electronic-marketing laws allow us to do so.
Where your consent is required for marketing, we will ask for it.
You can change your mind about receiving marketing at any time. You can do this using the unsubscribe option included in our marketing emails or by contacting us at hello@sociallyfearless.com.
Unsubscribing from marketing does not prevent us from contacting you about something connected with a service you are already using. For example, we may still send appointment reminders, booking information, invoices, receipts or important service updates.
Links to other websites
Our website may direct you to websites or online services operated by other organisations.
Those organisations are responsible for the way they collect and use information when you visit their websites. Their practices are not controlled by Spencer Psych Ltd and will be governed by their own privacy policies.
We recommend reviewing the privacy information provided by any external service you choose to use.
When we may disclose information to other people or organisations
Running our services sometimes requires us to provide information to other people or organisations. The recipient and amount of information shared will depend on the circumstances.
This may include:
therapists, coaches, associates, contractors or administrative staff working with Spencer Psych Ltd where access is necessary for their role;
companies providing services such as practice-management software, appointment scheduling, payment processing, email, video conferencing, website hosting, cloud storage and IT support;
professional advisers including accountants, lawyers, insurers and auditors;
clinical supervisors, peer supervisors and appropriately qualified professionals involved in professional consultation;
healthcare professionals or other services involved in your care where sharing is appropriate;
payment providers, banks or organisations assisting with legitimate debt recovery;
HM Revenue & Customs, courts, regulators, law-enforcement organisations or other public authorities where disclosure is required or permitted by law; and
another person or organisation where you have asked or authorised us to provide information.
We aim to disclose no more information than is reasonably necessary for the particular purpose.
Clinical and coaching confidentiality and supervision
Therapists and coaches may discuss aspects of their clinical and coaching work within professional supervision and consultation. Supervision and consultation helps therapists and coaches maintain appropriate professional standards and reflect on their work.
Where cases are discussed in supervision and consultation, identifying information will be kept to a minimum wherever reasonably possible.
There may also be circumstances in which information needs to be shared outside Spencer Psych Ltd because of concerns about serious harm, safeguarding requirements or another legal or professional obligation.
Where appropriate and practicable, we would normally discuss such a disclosure with you. There may, however, be circumstances in which obtaining consent beforehand would not be appropriate or possible.
Information processed outside the United Kingdom
The digital nature of our services means that information may sometimes be processed or accessed outside the UK.
For example, a technology supplier may operate servers overseas, or a therapist, associate or contractor working with Spencer Psych Ltd may be based in another country.
Where UK data-protection rules treat this as an international transfer, we will use a transfer mechanism permitted by UK law. Depending on the circumstances, this may include relying upon a country that has been recognised by the UK as providing an adequate level of data protection or putting appropriate protections in place.
If you would like information about the safeguards applying to a particular transfer of your information, you can contact us.
Protecting the information we hold
We take reasonable steps to keep the personal information under our control secure.
Our measures are intended to reduce the risk of information being accidentally lost, altered, destroyed, disclosed or accessed by someone who is not authorised to see it.
Access to personal information is restricted according to role and need. People working for or on behalf of Spencer Psych Ltd who have access to confidential information are expected to handle it appropriately and maintain confidentiality.
No method of electronic storage or communication can eliminate every security risk. If we become aware of a personal-data breach, we will assess it and take the steps required under applicable data-protection law. This may include informing you and/or the Information Commissioner's Office where notification is required.
How long we keep information
Our retention periods depend on why the information was collected and the obligations applying to it. When determining an appropriate retention period, we may consider:
whether the information forms part of a clinical or coaching record;
professional and regulatory record-keeping requirements;
insurance requirements;
legal limitation periods;
tax and accounting obligations;
the sensitivity of the information;
whether the information may be needed to deal with a complaint or legal claim; and
whether there remains a legitimate reason for us to retain it.
Clinical records will be retained in accordance with the requirements relevant to the professional service provided.
Records relating to payments, invoices and business transactions may need to be kept for longer periods to comply with financial and tax requirements.
Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.
Your rights over your information
Data-protection law gives individuals certain rights in relation to their personal information. Which rights apply can depend on the circumstances and the lawful basis on which the information is being processed.
You may have the right to:
Ask what information we hold about you.
You can request access to your personal information and receive a copy of information to which you are entitled.
Ask us to correct information.
If information we hold is inaccurate or incomplete, you can ask us to correct it.
Ask for information to be deleted.
You can request deletion in certain circumstances. The right to deletion is not absolute, and we may need to retain information where there is a lawful reason or professional obligation to do so.
Ask us to limit how information is used.
In some situations, you can request that processing is restricted while an issue concerning the information is resolved.
Object to certain uses of your information.
You may be able to object where processing is based on particular lawful grounds, including legitimate interests.
Receive or transfer certain information.
Where the legal requirements for data portability are met, you may be entitled to receive certain information electronically or ask for it to be transferred to another organisation.
Withdraw consent.
Where our processing depends on your consent, you may withdraw that consent.
Withdrawal will apply going forward. It will not change the lawfulness of processing carried out while your consent was in place.
In some situations, withdrawing consent or requesting deletion may mean that we can no longer provide a particular service.
To exercise any of these rights, please contact sophia@sociallyfearless.com.
We may ask you for information to confirm your identity before responding to a request. This is intended to prevent personal information being provided to somebody who is not entitled to receive it.
We will respond within the period required under applicable data-protection law. Most requests are dealt with without charge, although the law allows different arrangements in certain circumstances, including some manifestly unfounded or excessive requests.
Concerns about how we use your information
If you have a question or concern about the way Spencer Psych Ltd has used your information, please contact us at:
We would welcome the opportunity to look into your concern.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), which is the UK's independent data-protection regulator.
Further information about your data-protection rights and how to contact the ICO is available at www.ico.org.uk.
Updates to this policy
We may revise this Privacy Policy where our services, business practices, technology providers or legal obligations change.
The current version will be made available through our website. The date of the latest update should be shown at the end of this policy.
Contact details
Questions about this Privacy Policy or requests concerning your personal information can be sent to:
Spencer Psych Ltd
Email: sophia@sociallyfearless.com
Last updated: October 2026