Privacy Policy
I take your confidentiality and privacy very seriously, I am registered with the Information Commissioner’s Register of Data Controllers (ICO) and this policy sets out how I manage information about clients and how I comply with my obligations under the General Data Protection Regulation (GDPR) 2018 and as a registered , accredited member of the British Association for Counselling and Psychotherapy (BACP).
The personal information I record
If you contact me about my services or if I receive a referral from a referring agency e.g. BACP Directory or an EAP (Employment assisted Programme) I will receive the details you have shared. During your initial consultation I will ask you to read and sign a counselling contract, we will also complete forms to collect personal information including: Name, address, date of birth, telephone numbers, email address, general health, GP details, information relevant to your referral.
How I store your personal information
Your name and contact details are stored in a locked filing cabinet, counselling process notes are stored in a separate locked cupboard and will not contain your name or any identifying information. They are retained for the legal requirement of 6 years, after which time will be shredded.
Electronic records (that is emails and email addresses) are held on my PC which is password protected. Text messages are held on my mobile phone which is also password protected. I do not store any other information electronically.
My use of your information
Your personal information will only be used to provide you with my counselling service and will not be shared with any other person or organisation unless there is a legal requirement.
Sharing your information
In order to ensure the standard of my work and as a requirement of BACP I have regular supervision. Supervision is confidential and I safeguard your identity in this process.
There are rare circumstances when I may share some of your information with someone else:
If I am concerned that there is significant risk of harm to you or someone else, I may decide that I need to breach confidentiality to reduce that risk. I am more likely to do this if the person at risk is a child or appears to be a vulnerable adult. I would normally discuss my concerns with you prior to taking any action.
If I am concerned that you are at risk of harming yourself, I will discuss with you how we minimise that risk and I may want to involve your GP.
Under very rare circumstances I may be asked to pass on information to the relevant authorities. This may happen if a court requires me to pass over information I am holding on a client and I am bound by the terrorism and money laundering act.
Therapeutic Will
In the case of my death, or my becoming incapacitated for an extended period, your name and contact details will be shared with my Therapeutic Executor. This is so that you can be contacted to explain what has happened, if you are seeing me at that time. Once it becomes clear that I will not be returning to practice all my client records will be destroyed.
Email and text message security
Email and texting communications to my service are generally in relation to arranging appointments. Please note that unless encrypted emailing is not a fully secure means of communication. The security software (virus protection, firewall) are regularly updated on my computer however I cannot assume responsibility for all communications being virus free. I advise that you reserve sharing any sensitive information to either our initial meeting or counselling sessions.
Your rights
You have the right to be informed about what information I hold.
To see what information I hold about you.
To rectify/correct any inaccurate or incomplete personal information.
To request that your personal information is erased deleted or shredded. I can decline this request if the information is needed for me to practice lawfully or competently or if there is a complaint or legal reason.
I am registered with the Office of the Information Commissioner (OIC), registration reference number ZA15614. I will notify the O/C should a data breach occur in my systems.
If you are unhappy with how I have dealt with your information you can make a complaint to the OIC.
Phone : 0303 123 1113