What information do I hold?
This information is collected during your first appointment. It is written, by you, on your Client Information Form, which is held in a locked file box.
Texts, emails, phone messages and summary records are retained on my password protected smartphone or laptop.
Why do I hold this information?
Personal Details are used to:
Medical information is used to:
Texts, emails and phone messages are kept for reference and as a way of communicating with you regarding business related iems such as cancellation of appointments, payment of sessions or similar.
I also write brief notes during the Initial Consultation and following each Counselling Session which are held separately to your personal information and stored under a code for maximum confidentiality.
When I might need to share information about you
When you start working with me, I will tell you how your information will be used and that it may be necessary to share this with other services and organisations under exceptional circumstances.
If you do not want me to share your information, you should let me know. However there are times when we may still need to share it for example, under the following circumstances when confidentiality cannot be maintained:
Your contact details alone will be shared, in exceptional circumstances, with my supervisor or other trained counselling professional in the event that I am incapacitated so that they can contact you to explain the situation.
How long is your information held by me?
As dictated to by my Professional Indemnity Insurer, all personal data and your Counselling Notes will be held by me for five years after your final Counselling session with me. Any hard copies will be securely disposed of after this time. All emails, texts and contact details held on my phone and laptop will also be deleted at this time.
You have the right to request access to and rectification or erasure of your Personal Data, to object to or request restriction of processing concerning the data, or to the right to data portability. In each case a request must be put in writing by email to me at email@example.com. I will endeavor to provide you with the information requested within four weeks.
If I become aware of a situation where your personal information may have accidently or maliciously been obtained by a third party I will notify you within three days and inform the Information Commissioners Office.
If you have any concerns regarding the processing of your data please discuss this with me. If you are still unhappy you have the right to complain to the Data Protection Regulator:
Information Commissioner’s Office