Privacy Policy – How I Manage Your Data

General Data Protection Regulations (GDPR 2018) classify me as a data controller and require me to tell you how I protect your data.

In the process of undertaking counselling sessions, some of your personal data will be stored and processed. This document is provided to make as transparent as possible how I use it, where I keep it and what I do with it.

I am registered with the Information Commissioner’s Office (ICO) and my registration number is ZA616007.

Information Collected & Stored:

• In my role as a Psychotherapeutic Counsellor in private practice, I will email you a copy of the Counselling Contract to read & digitally sign and ask you to complete the Client Contact Details form before the first session. The Client Contact Details form captures information which could identify you, e.g. your name, phone number, email address, home address and GP details etc. This is so I have methods of contacting you. All this information is stored securely on my Kiku practice management software system which is GDPR compliant, fully encrypted and password protected.
• I also keep a record of the date of each counselling session and as required a few brief notes regarding the theme of a session, which again is stored securely on my Kiku practice management software system. I use this to keep a record of our work as it progresses.
• In case of my ill health, the information in the Client Contact Details can be accessed by a nominated professional executor, a named colleague who is a Registered Counsellor, who will be able to access your contact details to inform you of my inability to work.
• Your phone number is stored by first name only on my phone which has a lock-screen and finger-print security.

 

Data Retention / Deletion

• As advised by my therapist insurance any counselling records will be kept securely for 7 years before they are deleted securely.

  

Data Sharing

• As stated in the Counselling Contract there are some limited situations where I may share your information, such as if I believe you or someone else is at risk of significant harm. I would always inform you first that I need to share my concerns with another professional or agency, e.g. GP.
• In rare cases I may be obliged by law to share any content of our sessions , i.e. if you disclosed matters relating to terrorism or money laundering. In this unlikely event I would always inform you before doing so.
• In line with my professional registration I share client information in monthly Clinical Supervision, where only the necessary anonymous information is shared using your first name only. This ensures that my practice continues to be ethical and competent. My Clinical Supervisor also adheres to professional ethical guidelines of confidentiality.

 

Access to Information:

• You can request access to personal information (Subject Access Request) that I hold on you, except in limited circumstances when I am not permitted to do so for legal reasons. I will provide this information to you within 30 days.
• If you feel any information I hold about you is inaccurate, then you are able to ask me to update this. If you want me to delete information, then please do so in writing and I will endeavor to do so unless I need to keep it for legal or internal business purpose.