Privacy Policy

PsydKicks B.V.
Privacy Policy
Last updated: September 2026

PsydKicks B.V. (“PsydKicks”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, book an appointment or receive psychological services through PsydKicks. It also explains your rights under applicable data-protection law, including the General Data Protection Regulation (“GDPR”) and applicable Dutch data-protection law.

This Privacy Policy should be read together with our Terms & Conditions and, where you receive psychological treatment through PsydKicks, our Practice Agreement / Client Information and Consent.

1. Who is responsible for your personal data?

PsydKicks B.V. is the data controller responsible for the processing of personal data described in this Privacy Policy.

PsydKicks B.V.
Lochterstraat 22
6229 AW Maastricht
The Netherlands

KvK: 91889081
Email: info@psydkicks.com
Website: www.psydkicks.com

Questions about this Privacy Policy or the way PsydKicks handles personal data may be sent to the email address above.

2. What personal data do we collect?

The personal data we collect depends on how you interact with PsydKicks.

Identity and contact information
This may include your name, email address, telephone number, country or location, and other contact information you provide.

Appointment and administrative information
This may include appointment dates and times, your treating psychologist, booking history, cancellations and communications relating to appointments.

Payment and transaction information
When you pay for services, payments are processed through payment providers such as Stripe or PayPal. PsydKicks may receive transaction information such as the amount paid, payment status and transaction details, but does not ordinarily receive or store your complete payment-card details.

Psychological treatment and health information
If you receive psychological services through PsydKicks, we may process information concerning your psychological health, wellbeing, personal circumstances and treatment. This may include information provided during intake or treatment, treatment notes, treatment goals, relevant history, treatment-related correspondence, and risk or safety information where relevant.

Information concerning physical or mental health is special-category personal data under the GDPR and is subject to additional protections.

Communications
We may process information contained in emails, enquiries, complaints, feedback and other communications you send to PsydKicks or your treating psychologist.

EAP information
Where your treatment is arranged or funded through an Employee Assistance Programme (“EAP”) or similar organisation, we may receive information such as your name, contact details, eligibility or authorisation information and information necessary to arrange or administer the service.

Website and device information
When you use our website, certain technical and usage information may be collected, such as your IP address, device and browser information, pages visited, interactions with the website, referring pages and information about how the website is used. Some of this information is collected through cookies and similar technologies, as explained later in this Privacy Policy.

3. How do we collect your personal data?

We may collect personal data:

  • directly from you when you contact us, book an appointment, make a payment, complete intake documentation or participate in psychological treatment;

  • through the systems and service providers we use to operate our services, including our website, appointment-booking and payment systems;

  • from your treating psychologist in connection with the provision and documentation of your treatment;

  • from an EAP provider where your treatment is arranged, authorised or funded through an EAP; and

  • automatically when you use our website, through cookies and similar technologies where permitted by law.

Where personal data about you is provided to us by another person or organisation, we will process that information in accordance with applicable data-protection law.

4. Why do we use your personal data?

We may use your personal data where necessary to:

  • respond to enquiries and communicate with you;

  • arrange and administer appointments;

  • provide psychological treatment and related psychological services;

  • maintain appropriate treatment records;

  • communicate with you about your appointments or treatment;

  • process payments, refunds and maintain financial and administrative records;

  • administer treatment arranged or funded through an EAP;

  • support continuity of care;

  • handle concerns or complaints;

  • comply with applicable legal, professional, accounting and record-keeping obligations;

  • protect the rights, safety and legitimate interests of clients, psychologists and PsydKicks;

  • operate, maintain and secure our website and systems; and

  • understand and improve how visitors use our website, where permitted by law and subject to applicable consent requirements.

We will not use your personal data for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

5. Our legal bases for processing

PsydKicks processes personal data only where there is an appropriate legal basis under applicable data-protection law.

Depending on the purpose of the processing, we generally rely on the following legal bases:

  • Providing and administering our services: where processing is necessary to take steps at your request before entering into an agreement or to perform our agreement with you. This includes arranging appointments, providing psychological services and communicating with you about those services.

  • Legal and regulatory obligations: where processing is necessary to comply with obligations that apply to PsydKicks, including applicable financial, tax, record-keeping and healthcare-related obligations.

  • Legitimate interests: where processing is necessary for legitimate interests pursued by PsydKicks or another person and those interests are not overridden by your rights and interests. These interests may include operating and securing our services and systems, managing our business, handling and defending legal claims, and maintaining appropriate administrative processes.

  • Consent: where applicable law requires us to obtain your consent, including for certain non-essential cookies and website analytics technologies. You may withdraw your consent at any time.

Health and psychological treatment information

Information concerning physical or mental health is special-category personal data under the GDPR and receives additional protection.

Where PsydKicks processes health information in connection with psychological treatment, we do so only where both an appropriate legal basis under Article 6 GDPR and an applicable condition for processing special-category personal data under Article 9 GDPR and applicable Dutch law are satisfied.

This may include processing necessary for the provision or management of psychological treatment by persons subject to applicable professional confidentiality obligations, where the relevant legal requirements are satisfied.

Where processing of health information is based specifically on your explicit consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn and does not require PsydKicks to delete information that it is legally required or otherwise lawfully permitted to retain.

6. Treatment records

PsydKicks maintains treatment records in connection with the psychological services it provides.

Treatment records may include treatment notes, treatment goals, relevant personal and psychological history, relevant communications, risk or safety information where applicable, and other information reasonably necessary for the provision and documentation of psychological treatment.

Access to treatment records is restricted according to role and professional need. Treating psychologists have access only to the records of clients assigned to them. Authorised PsydKicks management may have access to treatment records where necessary for continuity of care, quality assurance, compliance with legal or professional obligations, or other legitimate purposes connected with the provision of psychological services.

PsydKicks currently uses Box to store and manage treatment records and certain client documentation.

Treatment records are retained in accordance with applicable Dutch law. Where the WGBO applies, treatment records are generally retained for 20 years from the last change to the record, unless a longer or different retention period is required or permitted by law.

7. Booking appointments

PsydKicks uses Acuity Scheduling to facilitate appointment scheduling and related administration.

When you book an appointment, information you provide through the booking process may be processed through Acuity Scheduling for purposes such as scheduling appointments, sending confirmations and reminders, and managing changes or cancellations.

The PsydKicks booking process is not intended for the collection of psychological or other health information. Please do not provide sensitive health information through booking fields or appointment notes.

8. Payments

PsydKicks uses third-party payment providers, including Stripe and PayPal, to process payments.

When you make a payment, the relevant payment provider processes the information necessary to complete and secure the transaction. The payment provider may process your personal data in accordance with its own privacy policy and legal obligations.

PsydKicks may receive and retain transaction-related information necessary for payment verification, refunds, accounting and administration, such as the amount paid, payment status and transaction details. PsydKicks does not ordinarily receive or store your complete payment-card details.

9. Online therapy and communications

PsydKicks may use Google Meet for online psychological treatment sessions and Gmail for email communications.

Personal data transmitted through these services may be processed by Google in connection with providing and securing those services.

PsydKicks takes reasonable measures to protect the confidentiality and security of online treatment and communications. Clients are also encouraged to attend online sessions from a private environment, protect access to their devices and accounts, and avoid sending unnecessary sensitive information by ordinary email.

PsydKicks does not record online therapy sessions. Clients and psychologists should not record sessions without the prior agreement of all participants and an appropriate lawful basis.

10. Employee Assistance Programmes (EAPs)

Where psychological services are arranged, authorised or funded through an Employee Assistance Programme (“EAP”) or similar organisation, PsydKicks may receive and share limited personal data necessary to administer those services.

Depending on the particular EAP arrangement, this may include information necessary to confirm eligibility, authorise sessions, administer funding, verify attendance or service use, invoice for services, or meet agreed administrative reporting requirements.

PsydKicks does not routinely disclose the content of therapy sessions or treatment records to an employer or EAP provider merely because treatment is arranged or funded through an EAP.

Treatment information will only be disclosed to an EAP provider or employer where there is an appropriate lawful basis and where the disclosure is permitted or required by applicable law. Where consent is required for a particular disclosure, we will obtain that consent.

11. Website analytics

PsydKicks uses website analytics technologies to understand how visitors interact with our website and to help improve its performance, usability and content.

Google Analytics

We use Google Analytics to collect information about website usage, such as pages visited, interactions with the website, general traffic patterns, and device and browser information.

Google Analytics is used subject to your consent where consent is required by applicable law.

Microsoft Clarity

We use Microsoft Clarity to understand how visitors interact with our website. Clarity may provide analytics such as heatmaps and session replays showing how visitors navigate and interact with webpages.

Microsoft Clarity is used subject to your consent where consent is required by applicable law.

PsydKicks does not use Google Analytics or Microsoft Clarity to collect psychological treatment information or treatment records. We take steps to prevent sensitive information entered through our website from being captured by these analytics technologies.

12. Cookies and similar technologies

Our website uses cookies and similar technologies. Some are necessary for the website and its services to function, while others are used for purposes such as analytics and understanding how visitors use the website.

Where required by applicable law, non-essential cookies and similar technologies, including analytics technologies, will only be used with your consent.

You can manage your choices through the cookie-consent mechanism available on our website and can withdraw or change your consent choices at any time.

Further information about the cookies and similar technologies used on our website may be provided through our cookie banner or Cookie Policy.

13. Who may receive your personal data?

Depending on the circumstances, personal data may be processed by or disclosed to:

  • your treating psychologist and authorised PsydKicks personnel;

  • Squarespace and Acuity Scheduling in connection with our website and appointment scheduling;

  • Stripe and PayPal in connection with payments;

  • Google in connection with Google Meet, Gmail and Google Analytics;

  • Microsoft in connection with Microsoft Clarity;

  • Box in connection with the storage and management of treatment records and client documentation;

  • EAP providers where applicable;

  • professional advisers, accountants, insurers and other service providers where reasonably necessary;

  • another psychologist or healthcare professional where appropriate for continuity of care and where sharing is permitted by law; and

  • regulators, courts, complaints bodies or other authorities where disclosure is required or permitted by law.

We seek to limit the disclosure of personal data to what is reasonably necessary for the relevant purpose.

14. Service providers and data processors

PsydKicks uses third-party service providers to support the operation and delivery of its services.

Where a service provider processes personal data on behalf of PsydKicks as a data processor, PsydKicks takes steps to ensure that appropriate data-processing arrangements and safeguards are in place as required by applicable data-protection law.

Some service providers may act as independent data controllers for certain processing activities, for example where they process personal data for their own legal or regulatory obligations. In those circumstances, their own privacy policies may also apply.

15. International transfers of personal data

Some of the service providers used by PsydKicks operate internationally and may process or store personal data outside the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA, PsydKicks takes steps to ensure that the transfer is made in accordance with applicable data-protection law and that an appropriate transfer mechanism or safeguard is in place where required.

Depending on the recipient and destination, these safeguards may include an adequacy decision adopted by the European Commission, appropriate contractual safeguards such as the European Commission’s Standard Contractual Clauses, or another transfer mechanism permitted by applicable law.

16. How long do we keep personal data?

PsydKicks retains personal data only for as long as necessary for the purposes for which it was collected and to comply with applicable legal, professional, contractual and regulatory requirements.

Different types of personal data may therefore be retained for different periods.

Treatment records are retained in accordance with applicable Dutch law. Where the WGBO applies, treatment records are generally retained for 20 years from the last change to the record, unless a longer or different retention period is required or permitted by law.

Financial and accounting records are retained for the period required under applicable tax and accounting law.

Other administrative information, correspondence and enquiries are retained only for as long as reasonably necessary for the relevant purpose or to meet applicable legal obligations.

Website analytics and cookie-related information is retained in accordance with the applicable settings and retention periods of the services we use.

17. How do we protect personal data?

PsydKicks takes appropriate technical and organisational measures to protect personal data against unauthorised access, accidental or unlawful loss, alteration, disclosure or destruction.

These measures include restricting access to personal data according to role and professional need, using access-controlled systems for treatment records, maintaining confidentiality obligations, and taking reasonable measures to protect the accounts and systems used to provide our services.

Treating psychologists have access only to the information of clients assigned to them. Access to broader client information is restricted to authorised PsydKicks personnel where necessary for appropriate operational, professional, legal or continuity-of-care purposes.

While PsydKicks takes reasonable measures to protect personal data, no electronic storage or internet-based communication system can be guaranteed to be completely secure.

18. Your data-protection rights

Depending on the circumstances and applicable law, you may have the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete personal data;

  • request deletion of your personal data in certain circumstances;

  • request restriction of processing in certain circumstances;

  • object to certain processing;

  • receive certain personal data in a portable format where the right to data portability applies; and

  • withdraw consent at any time where processing is based on your consent.

These rights are not absolute and may be subject to exceptions under applicable law. For example, PsydKicks may be required or permitted to retain certain treatment records even where deletion is requested.

To exercise your data-protection rights, please contact info@psydkicks.com.

We may ask you to provide information necessary to verify your identity before responding to a request, in order to protect personal data against unauthorised disclosure.

19. Complaints about personal data

If you have concerns about how PsydKicks processes your personal data, please contact us first at info@psydkicks.com so that we can try to address your concern.

You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens, the Dutch data-protection supervisory authority, or another competent supervisory authority where applicable.

A data-protection complaint is separate from the complaints procedure relating to psychological services described in our Terms & Conditions and Practice Agreement.

20. Children

PsydKicks’ psychological services are intended for adults aged 18 or over.

PsydKicks does not knowingly provide psychological treatment to children or intentionally collect health or treatment information from persons under the age of 18 for the purpose of providing psychological services.

If we become aware that personal data relating to a child has been collected in circumstances where it should not have been, we will take appropriate steps in accordance with applicable data-protection law.

21. Marketing

PsydKicks does not currently use client contact information to send newsletters or general promotional marketing emails.

Communications relating to appointments, payments, administration or psychological services are service-related communications and are not general promotional marketing.

If PsydKicks introduces marketing communications in the future, any related processing of personal data will be carried out in accordance with applicable data-protection and electronic-communications requirements.

22. Automated decision-making

PsydKicks does not use solely automated decision-making, including profiling, that produces legal effects or similarly significant effects on clients in connection with the provision of psychological services.

23. Changes to this Privacy Policy

PsydKicks may update this Privacy Policy from time to time to reflect changes in our services, technology, service providers, legal requirements or data-processing practices.

The current version will be published on our website and will state the date on which it was last updated.

Where a material change significantly affects how we process the personal data of existing clients, we may take additional steps to bring the change to their attention where appropriate.

24. Contact

If you have questions about this Privacy Policy, wish to exercise a data-protection right, or have concerns about how PsydKicks processes your personal data, please contact:

PsydKicks B.V.
Lochterstraat 22
6229 AW Maastricht
The Netherlands

KvK: 91889081
Email: info@psydkicks.com
Website: www.psydkicks.com