Your privacy is very important to me, and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
This privacy notice tells you that I will do with your personal information from initial point of contact through to after your therapy has ended, including:
Why I can process your information and what purpose I am processing it for.
Whether you must provide it to me.
How long I store it for.
Whether there are other recipients of your personal information.
Whether I intend to transfer it to another country.
Whether I do automated decision-making or profiling.
Your data protection rights.
I am happy to chat through any questions you might have about my data protection policy, and you can contact me via email at firstname.lastname@example.org.
‘Data controller’ is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me, Ear to Help Counselling.
I am registered with the Information Commissioner’s Office ZA491993 Ear to Help Counselling.
I do not advertise my address due to it being a home-based space, my phone number is 07487569487 and my email is email@example.com.
My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful basis depending on the stage at which I am processing your data. I have explained these below:
If you have had therapy (supervision) with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information.
If you are currently having therapy (in supervision) or if you are in contact with me to consider therapy (or supervision), I will process your personal data where it is necessary for the performance of our contract.
The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this counselling/supervision) and necessary for a contract with a health professional (in this a contract between me and you).
How I use your information
When you contact me with an enquiry about my counselling services, I will collect information to help me satisfy your enquiry. This will include your name, address, date of birth, gender, telephone number, email address, religion, ethnic origin, employment details, relationship status, dependants/caring responsibilities. Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf.
If you decide not to proceed, I will ensure all your personal data is deleted within 3 months. If you would like me to delete this sooner, just let me know.
While you are accessing counselling.
Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if:
If you pose a risk of serious harm to yourself or another person.
If I believe a child or vulnerable adult is at risk of harm or abuse
If you share information about a serious crime that has not previously been disclosed to the authorities.
If it is in the client's best interests and they are not able to consent for themselves.
Where there is a legal obligation to do so
When requested by a client's insurance company in respect of a claim.
In these case's information can be passed to the Courts, GP and emergency Services, Social Services under the lawful basis stated below:
The information held is done so under the following lawful bias-
1. Consent 2. Contract
3. Legal Obligation 4. Vital Interests
I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.
I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely locked filing cabinet/encrypted file and are not shared with any third party.
I will keep written notes of each session, these are kept in a locked filing cabinet/encrypted file.
For security reasons I do not retain text messages for more than a week. If there is relevant information contained in a text message, I will use a personal ID code that only I know to identify you and remove any confidential text information or add any relevant information to your file. Likewise, any email correspondence will be deleted after 1 week if it is not important. If necessary, I will add any relevant information to your file.
After counselling has ended.
Once counselling has ended your records will be kept for one year from the end of our contract with each other and then securely destroyed. If you want me to delete your information sooner than this, please let me know.
Third party recipients of personal data
I sometimes share personal data with third parties, for example(My Supervisor, HMRC, ICO, Counselling Directory), where I have contracted with a supplier to carry out specific tasks. In such cases I have carefully selected partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted.
I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at https://ico.org.uk/your-data-matters.
If I do hold information about you I will:
Give you a description of it and where it came from.
Tell you why I am holding it, tell you how long I will store your data and how I made this decision.
Tell you who it could be disclosed to.
Let you have a copy of the information in an intelligible form.
You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you.
To make a request for any personal information I may hold about you, please put the request in writing addressing it to firstname.lastname@example.org.
If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures.
If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statuary body that oversees data protection law in the UK. For more information go to https://ico.org.uk/make-a-complaint.
I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure. I use a locked filing cabinet, password protected laptop and encrypted files on a removal hard drive with encrypted folders.
Additional information for website owners and employers
Visitors to my website
When someone visits my website, I use a third-party service, Wix to collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow Wix to make any attempt to find out the identities of those visiting my website.
I use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website.
I use Ascend by Wix so that I can continually improve my service to you. You can read Wix’s privacy notice here https://www.wix.com/about/privacy.
I use Wix as the content management system for my website – find out about Wix and data protectionhttps://www.wix.com/about/privacy.
No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me.