I collect and process personal data relating to the clients I see. The personal data assists management of my schedule and complies with the National Counselling Society, National Hypnotherapy Society and the Counselling Directory guidelines for keeping client records and the General Data Protection Regulations (GDRP) 2018. I am committed to being transparent about how I collect and use data in order to meet my data protection obligations.
The type of information I collect includes:
- Name, address and contact details, including telephone numbers, date of birth and gender
- Information on the reason for seeking therapeutic counselling and hypnotherapy
- Information about medication, medical and health conditions
- Relevant details about date and times of sessions and workshops
- A brief outline of the content of sessions and workshops
I may collect this information in a variety of ways. For example, data might be collected through:
- Initial assessment forms completed by the client
- Through meetings, phone calls or interviews
I may also collect information from third parties such as:
- Information from social workers or other supportive agency
- Medical information from your GP with explicit consent
Why do I process personal data?
As a counsellor and hypnotherapist I need to manage my relationship with individuals and companies. This involves making appointments and re-arranging appointments
Special categories of personal data
Special categories of personal data, such as health or medical conditions, are processed to ensure adherence to my obligations under Health and Safety legislation, Safeguarding guidelines and Child Protection Laws. They also help to maintain the high quality of support delivered to clients
Your information will not be shared unless I am required by law to do so under Safeguarding and or Child Protection Laws. For instance, if you and your child is in imminent risk of substantial harm to self or others/or under legal requirements such as the possibility of terrorism, drug, money-laundering or via a court order for disclosure.
Protection and access of data
I take the protections of client data seriously and have controls in place to safeguard your data from loss, accidentally been destroyed, misused or disclosed.
Should I require a third party to process data on my behalf, such as for sudden long-term illness, it would be as part of a contractual arrangement, where all data is subject to pre-agreed confidentiality arrangements.
I have the following control systems in place:
- Paper records, only accessible by myself
- Password access to any electronic files such as e-mail addresses and communications
Retention of data:
I hold personal data for the entirety of the counselling or hypnotherapy sessions. The period for which data is held after you finish your session with me is approximately 3 years.
If you wish to remove your agreement of my use of your data at any point, please let me know by email on : firstname.lastname@example.org
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What can you do if you are unhappy with how your personal data is processed?
You also have a right to lodge a complaint with the supervisory authority for data protection. In the UK this is:
Information Commissioner’s Office
Tel: 0303 123 1113 (local rate)