GDPR-What happens to your information and how it is used.
Counselling and Psychotherapy Privacy Statement.
This statement explains how I use and protect your information.
If you have any questions as to how I use your information, or any concerns please let me know.
If you contact me via the email icon on my website your name, email address and message will be sent to me via my website provider Webhealer. Webhealer do not see your message. The information you provide is used so that I can reply to your message and is confidential. If we decide not to work together then all the information you provided is erased immediately. The same applies to telephone contact.
My first contact with you.
I will ask for your name, contact numbers and your reason for seeking counselling.
The following format is used to collect your information.
If you book an assessment session I will ask for the following: your full name, address, contact numbers, email address and GP details for the purpose of being able to contact you during our work together. I will collect your medical details so that I am aware of any medical conditions and medication that may affect our work together. I may need to contact your GP or other authorities if a crime, a risk of harm to yourself or others is disclosed.
These details will not be shared except in the following circumstances:
Exceptions to Confidentiality:
The content of all sessions is confidential, including all records, notes, emails and texts and these shall not be processed or shared unless in the following circumstances:
- Where your consent is given for confidentiality to be broken.
- Where I am compelled to break confidentiality by a court of law.
- Where information disclosed during a session, phone call, email or text is of such a concern that confidentiality cannot reasonably be expected to be maintained in a case of serious crime, or if I have reason to believe that there is a risk of harm to yourself or others, in which case I reserve the right to contact the appropriate authorities. I would keep you informed prior to disclosure unless I consider that the urgency of the situation required immediate action to safeguard the safety of yourself or others.
- I have appointed a clinical executor who would have access to your name and contact details to enable them to contact you in an emergency or if for any reasons I am no longer able to work with you. In the event of my death they would be responsible for deleting your records and notes.
Do I have your consent to use your data this way? Yes / No
Counselling & Psychotherapy records, notes, emails and texts:
Counselling and psychotherapy notes, records, emails and texts are confidential and are kept securely in accordance to the Data Protection Act. Records and notes are kept on paper and are stored in a locked filing cabinet in a locked room. Your contact details are also kept on paper but are stored in a separate locked filing cabinet in a locked room. Any emails sent to me are kept on a laptop and mobile phone which are password protected, the files are stored in a document management system which is encrypted and compliant with GDPR regulations. Your notes will be kept for 7yrs after we have finished working together, this in line with my insurance requirements in case it may become necessary to share your data in the case of legal action following a compliant, or a legal duty by court order. After 7yrs your notes will be shredded. Your contact, GP and medical details will be shredded/erased after 1 month of our work together finishing. Any of your details stored on my mobile phone will also be deleted after 1 month of finishing.
You may request that all your notes and records be deleted/destroyed straight after we finish working together. If this is of interest to you, please let me know.
Do I have your consent to use your data this way? Yes / No
Right to access and control your personal data
You have a right to access your personal data through a data subject access request, free of charge within 1 month of your request. You also have a right to transfer this data to a third party.
You have a right to ask for information about you to be erased as long it is no longer relevant to the original purpose it was collected. You can also request and inaccurate information about you to be amended. You can request a restriction on processing your personal data although this is only applicable in certain circumstances, usually for a limited time.
If you wish to withdraw your consent to my use of your data at any time please let me know in writing by letter or email, however data may need to be retained for lawful purposes in line with my insurance requirements in case it may become necessary to share your data in the case of legal action following a complaint, or a legal duty by court order.
If you have any concerns about how I have handled your data, you can contact the Information Commissioners Office ICO on 0300 123 1113. I am registered with the ICO and the registered Data Controller. My registration reference is ZA316727.
Print Name……………………………………………………………………………
Signature……………………………………………………………………………...
Date……………………………………….
Counselling/Psychotherapy Client contact details:
Full name………………………………………………………………………………………
Date of birth……………………………………………………………………………………
Address………………………………………………………………………………………...
…………………………………………………………………………………………………..
Postcode…………………………….
Contact numbers:
Home………………………………………Mobile……………………………….................
Email address…………………………………………………………………………………
Emergency contact name and number…………………………………………………..…
………………………………………………………………………………………………….
GP Details
Name…………………………………………………………………………………………...
Address………………………………………………………………………………………...…………………
Postcode…………………………... Phone…………………………………………..
Medical conditions ………………………...........................................................................................
Medications – including doses and length of time on medication ……………………………..........
I have read and agree with the privacy statement.
Do I have your consent to use your data this way? Yes / No
Signed……………………………………………………………….
Date…………………………………………………………………...