PRIVACY NOTICE
Last updated: 1 April 2026
1. WHO WE ARE
MyPsy Ltd ("we", "us", "our") is the controller and responsible for the processing of your personal data. MyPsy Ltd is the company behind the MyPsychAdmin software application.
MyPsy Ltd, 107-109 Towngate, Leyland, Lancashire, PR25 2LQ, Email: info@mypsychadmin.com - Data Protection Lead: Avnish Luthra, Director
2. WHAT THIS NOTICE COVERS
This Privacy Notice explains how MyPsy Ltd collects, uses, stores, and protects personal data in relation to:
- Our product website (hosted on Wix)
- Our software licensing and activation process
- Our business relationships with NHS Trusts and other customers
- Our MyPsychAdmin desktop software application
3. THE MYPSYCHADMIN SOFTWARE AND PATIENT DATA
MyPsychAdmin is a desktop application used by NHS clinicians to produce tribunal reports and clinic letters. It is important to understand the following:
- Patient data is entered into the software directly by clinicians on their own NHS Trust devices.
- All patient data is processed and stored locally on the clinician's device only.
- MyPsy Ltd has no cloud servers, central database, or remote access to patient data.
- No patient data is transmitted to, accessible by, or stored by MyPsy Ltd at any time.
- The NHS Trust is the data controller for all patient data processed using the software.
- MyPsy Ltd provides the software tool only and never receives or handles patient data.
4. WHAT PERSONAL DATA WE COLLECT AND WHY
a) Website Contact Form (Lawful basis: Legitimate interests - Article 6(1)(f))
When you use the contact form on our website, we collect:
- Your name
- Your email address
- Your message content
We use this information to respond to your enquiry. Our website is hosted on Wix, which may collect broad geographic location data about visitors (no IP addresses or personally identifiable tracking data). We do not use tracking cookies or Google Analytics. See Section 8 (Cookies) below.
b) Customer and Client Records (Lawful basis: Performance of a contract - Article 6(1)(b))
When an NHS Trust or other organisation purchases our software, we collect:
- Contact name, email address, phone number, job title, and organisation
We use this information to manage the contract and administer the software licence.
c) Software Licence Activation (Lawful basis: Performance of a contract - Article 6(1)(b))
When you activate a MyPsychAdmin licence, we collect:
- Customer name and organisation
- Licence key and activation date
- A machine fingerprint (a hardware identifier used to bind the licence to a specific device)
We use this information to manage software licences and prevent unauthorised use. Licence keys are cryptographically signed and machine-bound.
d) Invoicing and Payment Records (Lawful basis: Performance of a contract - Article 6(1)(b) / Legal obligation - Article 6(1)(c))
When we invoice customers, we process:
- Customer name, organisation, invoice amounts, and payment details
We retain this information for 6 years as required by HMRC for tax and accounting purposes. This data is shared with HMRC as legally required and with our accountant for bookkeeping purposes.
5. WHO WE SHARE YOUR DATA WITH
We do not sell, rent, or trade your personal data. We only share your data with:
- HMRC (as legally required for tax purposes)
- Our accountant (for bookkeeping and invoicing)
- Wix (as our website hosting provider, which processes contact form submissions)
We do not share your data with any other third parties.
6. INTERNATIONAL TRANSFERS
Our website is hosted by Wix, which stores data on servers outside the UK (US/Israel). Wix has appropriate safeguards in place including standard contractual clauses and their Data Processing Agreement. All other personal data we hold is stored on devices within the UK.
7. HOW LONG WE KEEP YOUR DATA
- Website contact form enquiries: For as long as needed to resolve the enquiry, then deleted
- Customer and client records: Duration of the contract plus 6 years
- Software licence records: Duration of the licence plus 2 years
- Invoicing and payment records: 6 years (HMRC legal requirement)
8. COOKIES
Our website is hosted on Wix. We do not use tracking cookies or third-party analytics tools such as Google Analytics. Wix may use essential cookies required for the website to function. For more information, refer to the Wix Cookie Policy available on the Wix website.
9. YOUR RIGHTS UNDER UK GDPR
You have the following rights in relation to your personal data:
Right of access - You can request a copy of the personal data we hold about you.
Right to rectification - You can request that we correct any inaccurate or incomplete personal data.
Right to erasure - You can request that we delete your personal data, unless we are required to retain it by law (for example, HMRC tax records).
Right to restriction of processing - You can request that we restrict the processing of your personal data in certain circumstances.
Right to data portability - Where processing is based on consent or contract, you can request a copy of your data in a commonly used format.
Right to object - You can object to processing based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds.
To exercise any of these rights, please contact us at: avieluthra@btinternet.com
We will respond to your request within one month.
10. HOW TO COMPLAIN
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk
11. CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time. The latest version will always be available on our website. Where changes are significant, we will make this clear on our website.
12. CONTACT US
If you have any questions about this Privacy Notice or how we handle your personal data, please contact:
Avnish Luthra
Data Protection Lead
MyPsy Ltd
107-109 Towngate, Leyland, Lancashire, PR25 2LQ
Email: info@mypsychadmin.com