This is to let you know what I will do with your personal information from initial point of contact through to after therapy has ended.  It is to let you know that I will  collect and temporarily store some data  in order to provide a service. This includes information collected before we begin and information during. I will also outline how I look after personal information. Personal information is any information that can be used to identify a living individual. Data will be treated according to  the DPA (Data Protection Act) and GDPR (General Data Protection Regulation EU/2016/679).

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I follow the ethical guidelines regarding protecting client privacy and confidentiality by the British Association for Counselling and Psychotherapy (BACP).

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According to the regulations I have a legitimate interest for holding and using your personal information. The GDPR also identifies some information as sensitive ‘special category personal information’, for the provision of health treatment (in this case therapy sessions) and necessary for a contract with a health professional.

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Information:

• I will need information such as your name, contact details, your availability and other relevant personal information. I will also ask you about the psychological issues that you would like to work with. Once a client finishes counselling, all data regarding their counselling is stored securely for a period of time before being destroyed.

• I will use your personal data for the administration of the service that I am providing to you.

• I will take all reasonable precautions to prevent the loss, misuse or alteration of information you provide.

• The information is used to help me to provide a service (eg to arrange, cancel and rearrange appointments) and to give you information. I use information to assess whether I am able to offer you therapy  and then to help me deliver therapy to you.

• I may collect information via: my website, over the telephone, via email/in writing, and in person during our sessions.

• As part of the therapy assessment I may ask for some further information from you such as: G.P. contact details, current medication,  previous therapy, health and physical issues, substance use such as alcohol and drug use, appetite and sleep, family and support network.

• Sometimes we may also use self-assessment questionnaires to help gain a current picture. These tools are commonly used by the NHS and in therapy.

• The proper treatment of your personal information is important to me. I will not share your personal details with any other person or organisation without your knowledge and permission, with some exceptions:

  • if there is a legal requirement, if there is a child or adult safeguarding issue, or a perceived risk of harm. 

• Some of your personal information may be shared with your G.P., or other healthcare professional, under certain exceptional circumstances. These include the requirements of a court of law, the threat of serious physical harm to you or to others, or during regular consultations with my professional supervisor.

• ​I keep some session notes. These may be hand written or electronic and are kept securely. I may destroy all or part of any notes I do not consider necessary to retain. Under normal circumstances I have Clinical Supervision once a month as part of my professional practice (where I may use your first name and age). 

• Some communication regarding this service may be sent via email. For ease of use, this will not be sent in an encrypted form unless you request it.

• I am required by law to retain certain financial information, primarily for tax purposes, When payment is made via BACS your account name (or the name of the person who is paying) and any reference used may show up on my online or paper bank statements. 

• If you would like to see the information I hold about you, would like to correct records, or have have any concerns about my use of your data, please let me know via email. This topic will also be included in our initial contracting discussion.

• I will never sell your data to any other individual, company or organisation for any purpose.

 

Storage:

• I may store your personal information both electronically and physically. My mobile phone and email are not shared with anyone else. Electronic devices are password protected. Names and contact details are stored separately to other personal information (anonymised format). Information is stored physically using paper records held securely in locked storage in an anonymised format. These records are also only accessible by me.

• Once a client finishes counselling, all data regarding their counselling is stored securely for a period of time before being destroyed.  When sensitive data is to be destroyed, it will be shredded or deleted.  According to the GDPR, your personal information should be stored for no longer than is necessary. In practical terms, this period of time may vary.  (For example, in some instances. I may need to store information for longer to comply with my insurance terms and conditions.)

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The GDPR defines a ‘data controller’ as the person in an organisation who: ‘determines the purposes and means of processing personal data’, which is myself and I am registered with the ICO (Information Commissioner's Office). I am committed to the responsible and secure use of your data and if you have any concerns about my use of your data, please discuss it with me.
 

 

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