Privacy statement

Your privacy

The GDPR concerns the management and security of personal data of European citizens. System Therapy Van Velzen wants to comply with this law. That is why this page indicates which personal data is collected and how this data is used and secured.

Purposes of the personal data processed by me.

In addition to the GDPR, the WGBO (Medical Treatment Agreement Act) and the professional codes of my professional associations and of the Register of Complementary Care Professionals (RBCZ) apply to my work. These influence the purposes for which I record personal data. For this reason, I handle personal data as follows:

1. File obligation
Under the Medical Treatment Agreement Act (WGBO), as a healthcare provider I am obliged to keep a medical file.

2. Retention period
The main rule for keeping medical records is stated in the WGBO. That is 20 years, calculated from the date of recording of each individual piece of data. The period may be longer if this is necessary in view of the treatment (for example if someone has a chronic illness).

3. Professional secrecy
As a therapist, I am subject to a duty of confidentiality on the basis of the professional code and the legally regulated medical confidentiality. Employees of a psychosocial or complementary practice are bound by an employment contract to a duty of confidentiality.

5. Minors
According to the patient rights in the WGBO, competent minors between the ages of 12 and 16 have authority over themselves and their parent(s). Parent(s) of minors up to the age of 16 have the right to co-decision about the treatment. Parents have the right to information and access to the file, when this is linked to the right to codecision for the treatment. There is an exception to this right of access, namely when the professional is of the opinion that the exercise of certain patient rights is against the interests of the patient. Competent patients aged 12 years and older are themselves authorized to give permission for confidentiality to be broken.

1. General policy

I am aware that you have confidence in me. I therefore see it as my responsibility to protect your privacy. System Therapy Van Velzen respects the privacy of all users of its site and care services, and ensures that the personal information you provide is treated confidentially.

2. The use of data collected from the first contact

2.1 The first contact:
When you register for one of my services, you will be asked to provide your name and contact details. This information is used to contact you. The data will be deleted as soon as it is clear that you will not be purchasing services from me. I will not combine this data with other personal data I have.
2.2 Digital Communication
When you send an email or other digital messages to me, I may save those messages. Sometimes I ask for your personal information that is relevant to the situation in question. This makes it possible to answer your questions or requests. These messages are stored on a secure server. I will not combine this data with other personal data I have.
2.3 Cookies
I do not have cookies (or similar techniques) and do not track or register your search behavior on the website in a way that can be traced back to the person. However, it is possible to track the number of visitors to the website in general.

3. The use of data collected from a service contact

3.1 Data collected and their purpose
When we make an appointment for an intake, you will receive an intake form from me. I then ask you to  share personal information with me. This concerns the following information:
Name, initials, gender, address, date of birth
I use this information to know who you are. I also need this information to be able to draw up an invoice in a way that allows you to submit it to the health insurance company.
Email address and telephone number
I request this information so that I can reach you to make or reschedule appointments, to provide further information about changes or innovations to our services and to be able to send an invoice digitally.
Place of birth and, if applicable, gender and age of any children
I request this information to better understand the background and context of your situation.
The question or complaint
Whether you have been in therapy before or elsewhere with the same complaint. What you hope the therapy will bring you. I use this information for a well-targeted intake and to make an assessment of the problems. We will discuss this further during the intake and you can explain this information further. With this information I can make a suitable proposal for an approach for you.
Name, address and telephone number of the GP
I want to know this information in case you are really not doing well and more care is needed. I will never inform the GP without prior consultation and without your permission. The only exception to this is if you are acutely suicidal. If we enter into a collaboration, you give permission for this.
Substances you use that are related to the complaints and/or influence your emotions (medications and alcohol use). And I ask if there is violence in the relationship. This information gives me direction on which I can ask further questions during the intake to find out whether the therapy is appropriate, or whether anything is needed beforehand or afterwards so that we can enter the therapy process safely and with a good view of any complications.
My personal notes
When we start working together, personal notes are made of every conversation we have. This way the therapist can remember what was discussed and can continue to work on it next time. I keep these personal notes in a paper and/or digital file with the intake data and the treatment agreement that I conclude with you, but they are not part of a formal file. If you want data to be transferred - for example when switching to another therapist - I will create a transfer document of the therapy process.

3.2 How I store this data
I create digital files. You can email the completed registration form back, but you can also print it out and take it with you to the intake. The registration form and the signed treatment agreement are the basis of a digital file and are supplemented with personal notes. Any e-mail exchanges between us that are important for the therapy process are stored digitally on a PC with a secure server. Passwords are changed regularly. A copy of the digital file is regularly made on an external hard drive. The external hard drive is kept in a locked file cabinet. Once the therapy has been completed, the file will be retained for the duration of the statutory retention period, unless you request that the file be destroyed.

3.3 How I handle your personal data
The data I use is only intended for therapy, our mutual communication and invoicing the sessions. I never collect or use unsolicited information for other purposes such as research. If research is required, I will request written permission to collect data.

3.4 View, adjust or delete your data
You can always view, adjust or have me delete your own data. We do this in direct contact. If you submit a request for change or deletion of data in writing or by email, I ask you to enclose a copy of your proof of identity with the request. This is to ensure that the request for change or destruction has been made by you. Make your passport photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), passport number and Citizen Service Number (BSN) black in this copy. This is to protect your privacy. I will respond to your request as quickly as possible, but within four weeks.3.4 How long do we store personal data
System Therapy Van Velzen does not store your personal data for longer than is strictly necessary to achieve the purposes for which your data is collected. I use the following retention periods for the following (categories) of personal data:
• Standard personal data on invoices: the fiscal retention period of 7 years
• Special personal data collected during consultations: the medical retention period of 20 years

4. Sharing personal data with third parties

4.1 Sharing with non-respondents
System Therapy Van Velzen does not sell your data to third parties. I do not work with other organizations that can also view or process your data. An exception to this is the data on the invoices, which could be viewed by the accountant and the tax authorities. However, data for verification by System Therapy Van Velzen is in principle supplied anonymously.

4.2 Sharing with other care providers
I only share your data with third parties at the request of and in consultation with you, in the context of collegial transfer. For example, if you want follow-up therapy with another therapist, we will discuss whether, and if so, which data may and may be transferred.

4.3 Share with your doctor
I share information about your current mental health condition with your GP if there is a very serious situation in which you are a threat to yourself or others. Always in consultation with you in the first instance and if that is not possible, then do without.

5. Finally

5.1 Automated decision making
System Therapy Van Velzen does not make decisions based on automated processing on matters that could have (significant) consequences for people. This concerns decisions that are made by computer programs or systems, without a human being involved. I do not use any computer programs or systems for this.

5.2 Questions or complaints
System Therapy Van Velzen takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you feel that your data is not properly secured or there are indications of misuse, please contact me. Then I can provide an explanation or find a solution together where necessary.
System Therapy Van Velzen would also like to point out that you have the option to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. This can be done via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons