Protecting your personal details on our website.
Last updated: September 2020
WHAT INFORMATION WE COLLECT
The main pieces of information we collect are:
Mobile phone number
Brief details of what you are hoping to achieve from counselling
Brief details of any medication, GP information and health concerns
WHEN WE COLLECT YOUR INFORMATION
There are a few occasions when we might collect information from you. These include when:
You first call or email us to make an enquiry about our service; or to make an appointment
You give us this information face-to-face if we meet on any occasion
You attend your first session and sign our Counselling Agreement
You give us via a contact form, comment boxes or payment facility on our website.
We will not collect this information from you at any other time.
HOW WE COLLECT YOUR INFORMATION
We collect information in the following ways:
When you give it to us directly
When you contact us via our website
We do not collect your data in any other way. We will only ever get it from you.
HOW WE PROTECT YOUR INFORMATION
We are experienced counsellors / psychotherapists, fully trained in the importance of maintaining confidentiality. We go to great lengths to keep all your information safe. We invest in the appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. We make sure we manage it in accordance with our legal responsibilities under applicable data protection laws.
However, no internet-based platform, including email, is 100% secure, so we cannot be held responsible for unauthorised or unintended access that is beyond our control. When we communicate via email, there is always the possibility that email platforms can be hacked; or email transmission may not be encrypted when corresponding back and forth. We remain mindful of this and ensure that we do everything in our capability to protect your personal information.
HOW WE USE AND PROCESS YOUR INFORMATION
After we have received your information, there are a few ways in which we might use it to ensure we give you the best possible service. They include:
To help us to identify you when you contact us
To contact you to make, confirm, cancel or reschedule appointments
To respond to any queries or complaints that you raise
If we have a legal obligation to use or disclose information about you for instance, where we are ordered by a court or regulatory authority
For any other purpose to which you agree
HOW WE KEEP YOUR INFORMATION SAFE AND WHO HAS ACCESS TO IT
We want you to know that we will never sell or pass on your personal information to third parties for their own purposes.
Your therapist may keep some very brief notes of your sessions. Any such notes are kept on a secure password protected database and via a password protected secure computer in accordance with data protection laws.
Each therapist keeps their own notes and they are never shared with anyone, even other therapists with whom they may work alongside. Each therapist also engages in Supervision over their practice and will talk in general terms about their clients for the purpose of their development. Your anonymity is preserved during such sessions.
HOW WE RETAIN YOUR INFORMATION
Our professional insurance requires that all our records are kept for 5 years after which time they will be destroyed.
HOW WE WILL COMMUNICATE WITH YOU
We will usually only communicate with you via email or message exchange outside of any face to face sessions. If a therapist were to see you in a work or social situation outside the counselling sessions they would not acknowledge you to maintain your privacy and confidentiality. If you were to greet them then they would acknowledge you politely in return.
VISITING THIRD PARTY WEBSITES
We do not provide any personally identifiable client Personal Data to any advertisers or third-party websites.
We exclude all liability for loss that you may incur when using any third-party websites.
Like most websites, we use ‘cookies’ to help us improve how we create, and how you use, our site. Cookies mean that a website will remember you and can obtain an overall view of visitor habits and volumes to our website. They can make interacting with a website faster and easier.
Cookies are small text files stored on your computer by websites that you visit. They are used by most websites in order to make them work efficiently, to make controls respond properly and to provide information to owners of web sites, or third parties. The cookies stored by our site cannot be used to identify you personally.
WHAT YOUR RIGHTS ARE
We want to make sure you’re in control of how we use and keep your information.
You have the right to:
be told how your personal information will be used;
request a copy of the information we hold about you;
update or amend the information we hold about you if it is wrong;
change your communication preferences at any time;
ask us to remove your personal information from our records (see ‘How We Retain Your Information’ above);
request an electronic copy of your personal information be sent to you, or another organisation;
raise a concern or complaint about the way in which your information is being used.
If you would like access to the Personal Data that we hold about you, you can do this by emailing us at firstname.lastname@example.org or writing to us at the address noted above.
We aim to keep the Personal Data we hold about you accurate and up to date. If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it promptly. Please email us at email@example.com or write to us at the address above to update your Personal Data.
You can find out more on the Information Commissioner’s Office website at https://ico.org.uk/for-the-public/