The General Data Protection Regulation (GDPR) gives you more control over your data. As a counselling service, Wellbeing Talk Therapy has both a legal and ethical responsibility to protect and look after your data. This privacy policy explains what information is collected, how it it used and the circumstances it will be shared. Any personal information you provide to Wellbeing Talk Therapy will be used for legitimate business interests. In other words it will only be used to provide a counselling service.
Your Personal Data
Information kept includes:
- Signed counselling agreement
- Brief record of each session (which may contain sensitive personal data – see below)
- A personal information sheet
Sensitive Personal Data (“special category data”)
Some of the information collected is sensitive personal data, like religious beliefs, physical and mental health. Such data will only be used to provide a counselling service in accordance with legal obligations. Sensitive personal data is stored as part of your clinical notes using a unique code which is stored in a separate location and password protected.
Why it is needed
| Data | Why it is kept |
|---|---|
| Name, date of birth, occupation | Basic information about yourself that helps me get to know you. |
| Address, email address and telephone number | I use this as a way of contacting you. Address is kept in case I felt you were at risk. |
| Emergency contact | In case anything happens to you within our session, for instance if you become suddenly ill and I needed to contact someone. |
| GP Details | If I felt you were at risk than I may need to contact your GP. |
| Session notes | Standard professional procedure requires summary notes to be made of each session which refreshes your counsellors memory of what has been discussed. |
| Sensitive Personal Data ("Special category data") | This information helps me to get to know you and make an initial assessment of your circumstances including any history of depression and anxiety. |
Session Notes: Legally obliged to keep
I keep session notes for a period of 5 years after the end of therapy, as required by my insurance company. After this period they are destroyed either deletion or shredding.
Your Rights
You have a right to request to see, or have amended, any personal information I keep about you. You also have the right to request that information held is deleted and to object to its processing and use.
Data that is shared
We will not share any information about you with other organisations or people, except in the following circumstances:
Consent: with other professionals whom you have requested or agreed should be contacted
Serious harm: preventing serious harm to yourself or someone else may require your information being shared with the relevant authorities
Clinical executor: If I become incapacitated and unable to work your information will be passed onto my Clinical Executor so they can contact you and make suitable arrangements.
Compliance with the law: if required by a court of law
Storage of data
Paper forms and correspondence are kept in a locked filing cabinet. All electronic records are encrypted and require password access. Your telephone number will be stored in my mobile phone which is also password protected. Identifiable information is kept separately from any session notes and are linked by a unique number.
Queries and Complaints
Finally, if you wish to complain about how your data is handled, please contact Sharon Ratcliff, the Data Controller at Wellbeing Talk Therapy on 07734466079 or email we***********@****on.me. If you are not satisfied with your response you can contact the Information Commissions Office at Make a complaint | ICO.