This Privacy Notice gives you clear information about how any personal or sensitive information I hold about you will be obtained, stored, used and destroyed when it is no longer required for the purpose for which it was provided. I am committed to ensuring the privacy and security of any personal and/or sensitive information you provide me with in the course of us agreeing a contract for me to provide you with a counselling / psychotherapy service.
Data Controller
For the purpose of the General Data Protection Regulations (GDPR), the Data Controller is myself; Vicki Routh, Vicki Routh Counselling, 72 Dunsmore Road, Walton on Thames, Surrey, KT12 2LJ.
If you have any queries, or want to request that your information held is changed or deleted, please contact me in the first instance by either post (see above) or email: vickirouthcounselling@gmail.com
Data Processing (inc storage & deletion)
The information you provide will be managed as required by the GDPR.
With your explicit consent*, I may hold information about you in order to fulfill the responsibilities of my role as counsellor / psychotherapist / supervisor that has been obtained in the following ways:
- By requesting information from you in person
- Via my website hosted by ‘Webhealer’ if you complete a contact form
- Via online directories where I am listed if you complete a contact form
- By receipt of an email you send
- Via my smartphone if we text, phone or email
- Via a the secure video conferencing platform ‘Zoom’
- A record of the personal information you provide, which may include brief factual notes as a record of sessions held
Where temporary paper records are held, these will be transported and stored in a locked document folder and/or held in a locked cabinet before being transferring to the online recording system.
The Data Processors that I use to help me obtain and hold your information have their own Privacy Notices in place in which they state their commitment to compliance with the GDPR.
All personal and sensitive information held by me will be deleted 3 months after your contract with me has concluded. Any paper records will be shredded. N.B. Any texts, voicemails and emails will be deleted sooner i.e. when the purpose for which they are useful has passed and no later than 3 months after your contract with me has concluded.
*Consent a lawful basis for processing, as defined in Article 6 of the GDPR - the individual has given clear consent for you to process their personal data for a specific purpose
What information will be held and for what purpose?
The following information will be requested at or before your first appointment:
- Full name including title
- Date of Birth
- Email address/es
- Mobile / Telephone number/s
- Address
- Name of the GP practice you are registered with
- Medication past & current (only if relevant to your reason/s for attending counselling)
- Insurance details if referring for services via AVIVA or BUPA for example
This information may be used to communicate with you directly and/or your insurer about things like appointments and payment. It may be used to identify you with your GP or the emergency services where there is a concern about your safety/well-being. Your medication history is also requested in order to better understand the extent of your physical and/or mental health problems and how these may relate to the reason/s you are attending counselling / psychotherapy.
I will also hold some brief, factual notes as a record of sessions held.
In what other circumstances might my information be used?
In order to meet the requirements of The British Association for Counselling and Psychotherapy’s (BACP) to undertake supervision for clinical work, I will share non-identifying information with my supervisor/s.
Ethically I am committed to sharing information in the event that I am concerned about your own or another’s safety (with particular concern for you, children and vulnerable adults).
Legally I am obliged to share information relating to certain crimes including terrorism, and in the event of a court order I may be required to disclose records held.
In the event of my incapacitation or death, an appointed colleague or colleagues will be able to access the information held in order to inform you of such an event and as appropriate offer further sessions to you or refer you to see another counsellor / psychotherapist.
Your rights
You have the right to:
- receive a copy of the information held about you
- request your information be changed or updated so that it is accurate
- request that your information be deleted if you believe it is being kept for longer than necessary
If you have any concerns about the processing of your information, contact the Data Protection Regulator:
Information Commissioner's Office
Wycliffe House
Wilmslow
SK9 5AF
Email: www.ico.org.uk/global/contact-us/email
Website: www.ico.org.uk
