Privacy Policy
Wellbeing Talk Therapy respects your privacy and is committed to protecting your personal information.
This privacy policy explains what personal information I collect, why I collect it, how it is used and stored, when it may be shared, and your rights in relation to your personal information.
Wellbeing Talk Therapy is operated by Sharon Ratcliff, who is the Data Controller for the personal information collected through this website and counselling practice.
Your Personal Information
Depending on how you use my services or website, I may collect and keep personal information including:
- Your name and contact details
- Information you provide when making an enquiry or booking an introductory call
- Your signed counselling agreement, if you become a client
- Information provided on your personal information form
- Brief notes relating to counselling sessions
- Information you provide when signing up to receive a free resource or emails from Wellbeing Talk Therapy
Special Category Data
Some of the information you share during counselling may be classed as special category data under UK GDPR. This can include information about your physical or mental health, religious or philosophical beliefs, sexual orientation or other sensitive aspects of your personal circumstances.
This information is only collected and used where it is relevant to providing you with a counselling service. Clinical notes are identified using a unique code rather than your name. Client identifying information and clinical notes are kept in separate folders on a password-protected computer, with the unique code used to link the two.
Why Your Information Is Needed
| Information | Why it is needed |
|---|---|
| Name and date of birth | To identify you and maintain accurate client records. Your date of birth may also be needed to help identify you if I need to contact another service, such as your GP. |
| Address, email and telephone number | To communicate with you about your counselling, appointments and other relevant matters. Your address may also be needed if there are serious concerns about your immediate safety during an online or telephone session. |
| Emergency contact | So that I have someone I can contact if an emergency occurs during a session and it is necessary to seek help for you. |
| GP Details | So that I can contact your GP where appropriate, for example if there are serious concerns about your safety or wellbeing. |
| Session notes | To maintain a brief professional record of your counselling sessions and support continuity in our work together. |
| Special category data | Information about areas such as your physical or mental health may be relevant to understanding your circumstances and providing appropriate counselling support. |
Lawful Basis for Using Your Information
Under UK data protection law, I need a lawful basis for collecting and using your personal information.
If you contact me to enquire about counselling, or while you are receiving counselling, I use the personal information that is necessary to take steps towards, or fulfil, our counselling contract.
After counselling has ended, I may continue to hold relevant records where this is necessary for the legitimate interests of maintaining appropriate professional records and responding to any queries or claims that may arise.
Some information you share during counselling may be classed as special category data. Where this information is necessary for counselling, it is processed for the provision of health treatment (counselling).
If you choose to sign up to receive emails from Wellbeing Talk Therapy, I use your contact information with your consent. You can withdraw your consent at any time by unsubscribing.
How Long I Keep Your Information
I keep counselling records, including session notes, for five years after counselling ends, in line with the requirements of my professional indemnity insurance.
If you make an enquiry or book an introductory call but do not go on to receive counselling, I will normally keep information relating to your enquiry for up to six months.
If you sign up to receive emails from Wellbeing Talk Therapy, I will keep your contact information while you remain subscribed. You can unsubscribe at any time.
After the relevant retention period, personal information that is no longer needed is securely deleted or destroyed.
Your Rights
You have rights over how your personal information is used. Depending on the circumstances, these may include the right to:
- Ask for a copy of the personal information I hold about you
- Ask me to correct information that is inaccurate or incomplete
- Ask for your personal information to be deleted
- Ask me to restrict how your information is used
- Object to certain uses of your personal information
- Ask for certain information you have provided to be transferred to you or another organisation
Some of these rights only apply in certain circumstances. If you would like to exercise any of these rights, please contact me using the details provided in this Privacy Policy.
When Your Information May Be Shared
I will not normally share your personal information with other people or organisations without your agreement. There are, however, circumstances where information may need to be shared:
With your agreement: I may contact another professional or service where you have asked me to do so or agreed that this would be helpful.
Serious concerns about safety: If I believe there is a serious risk of harm to you or someone else, I may need to share relevant information with an appropriate person or service. Where possible and appropriate, I would aim to discuss this with you first.
Clinical executor: If I become seriously ill, incapacitated or otherwise unable to continue my practice, relevant contact information may be shared with my Clinical Executor so that they can contact you and make appropriate arrangements.
Legal requirements: I may be required to disclose information where there is a legal obligation to do so, for example in response to a court order.
How Your Information Is Stored
Paper records and correspondence are stored securely in a locked filing cabinet.
Electronic records are stored on a password-protected computer. Client identifying information and clinical notes are kept in separate folders and are linked using a unique client code rather than your name.
Where your telephone number is stored on my mobile phone, the device is password protected.
Queries and Complaints
If you have any questions about how your personal information is used, or wish to make a complaint about how your information has been handled, please contact:
Sharon Ratcliff, Data Controller
Wellbeing Talk Therapy
Telephone: 07734 466079
Email: sharon@wellbeingtalktherapy.co.uk
I will acknowledge any data protection complaint within 30 days and will investigate and respond without undue delay.
If you are not satisfied with how your complaint has been handled, you also have the right to raise your concerns with the Information Commissioner’s Office (ICO). You can make a complaint to the ICO or call 0303 123 1113.