Privacy Policy

Introduction

The General Data Protection Act came into force on May 25^th 2018 and in compliance with this, I need to let you know the personal details I collect from you, if you are, or were to become a client, as well as how I store, hold, process and destroy them.

 As a client, when you attend an initial consultation with me, we begin by setting a working agreement that explains my commitment to client confidentiality and data protection, as well as when confidentiality may be breached. You will need to sign this agreement before we commence therapy.

I will collect personal details from you, as listed below: 

• Name (in the case of under 18’s I will also take a parent or guardians name)
• Date of birth
• Address
• Contact number (for under 18’s I will take a parent or guardians contact number too)
• Email address
• Contact details for an emergency contact for use if something were to happen to you on my premises
• Contact details for your GP, for use with your permission
• Details of any relevant mental or physical health issues and medication

 Storage of Personal Details

The above personal details are stored in a locked filing cabinet, accessed only by myself. They are stored separately from any case notes (brief summaries of counselling sessions). 

Case notes (brief summaries of counselling sessions) are also stored in a locked filing cabinet, accessed only by myself. For the purpose of these, you are known only as a number so that your anonymity is preserved. 

I keep a paper diary to manage my appointments, and you will be referred to within this only by your first name. This diary is stored separately from your personal details and case notes.

I use a mobile phone for the receipt of client phone calls and text messages. I do not hold your number in my contacts under your name, and my phone is password protected. 

I use a password protected laptop for receipt of client emails. This email account is separate from my personal email account. 

My website does not hold on to any of your personal information. 

Deletion of your Personal Details 

I will keep your personal details for one month after counselling has ended in case we have any outstanding administrative issues, or you choose to return. They are then shredded.

Your case notes (summaries of sessions) are kept for 2 years in case you choose to return and are then shredded.

Any text messages (sent and received) and any emails (sent and received) will also be deleted one month (or earlier) after counselling has ended. 

Sharing of Personal Details

Supervision: In line with the requirements of my professional body, the British Association for Counselling and Psychotherapy, my work is regularly supervised by a qualified supervisor. Her role is to ensure that I work ethically and professionally. You are referred to by your first name only in supervision, and conversations between my supervisor and me are confidential.

Therapeutic Will: I have appointed two Therapeutic Executors to attend to my clients in the event of my demise. These Executors are qualified therapists who are also members of the British Association for Counselling and Psychotherapy, and therefore committed to client confidentiality. Their names are Joanne Welland and Nicola Parkinson. One of them would contact you to let you know of my demise, and to offer you support where appropriate. My Executors are also responsible for the shredding of all case notes and personal details in this event.

Exceptions to Confidentiality: If I have reason to believe that you or someone else is at risk of serious harm, I will break confidentiality. I would endeavour to discuss this breach with you first, so that we can come to an agreement about who needs to be informed. However, if an agreement is not reached and I still believe that you or someone else is at risk, I will discuss the situation with my supervisor and decide how to proceed. Where a threat of terrorism, money laundering or drug trafficking is disclosed, I am obliged by law to inform the authorities.

Your Rights

In accordance with GDPR, you have the following rights:

• To be informed of the information that I store about you
• To ask to see the information that I hold about you (please provide one month’s notice)
• To ask that I rectify any information that you deem inaccurate, unnecessary or incomplete (if I need to keep a record to comply with legal requirements than I may decline this request)

If you have any questions about any aspect of this privacy policy, my contact details are as follows:

Mobile:           07741 080465

Email:              rachel@rachelellis-counselling.co.uk