Privacy Policy Regarding Personal Data
This policy is designed to outline what data I collect, how this is responsibly stored and why.
Data I collect:
Personal Data
When making enquiries to Peace Within U Counselling either by phone, email, online or in person, I may collect personal data which is held for the minimum legal requirement.
I delete all personal data after a period of time when we finish working together.
How it’s Stored
Any information that you supply to me directly via telephone, email or in person, is stored on a password protected USB stick, stored in a locked filing cabinet.
All steps are taken to ensure information remains private including password protections, online meetings on a secure platform, and malware and virus protection installed.
Why do you keep my information?
I am required to keep any personal data information for the minimum time as a legal requirement. This information is also required for contact regarding our sessions.
DATA PROTECTION COMPLAINTS
As a sole trader counselling practise, I take your privacy and data protection rights seriously. If you have any concerns or complaints regarding how I collect, store, or use your personal data or session notes, please contact me directly in writing at peacewithincounselling@outlook.com
In accordance with UK data protection laws, I will:
Acknowledge your complaint in writing within 30 days of receipt.
Investigate the matter thoroughly and respond to you without undue delay.
Provide you with a clear outcome and explain any actions taken.
Please note under current UK regulations, you are required to attempt resolution about data protection issues with me directly first. If we are unable to resolve together, you retain the right to escalate your complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk
Counselling Privacy Policy
Peace Within U. Counselling Privacy Statement
I am registered with the ICO (Information Commissioners Office) and compliant with GDPR (General Data Protection Regulation). Ref: ZB382458
The data I need to hold whilst we work together:
Name & DOB, Address, Email address, and phone number. I keep this information to contact you using your preferred method and asking for a secondary preference in such cases as the internet crashes or you are not able to use your phone.
Emergency contact details are kept so that in case of emergency I can contact this person. I will also carry this with us in an outdoor session.
GP details are asked because if I feel you may be at serious risk of harm, I would need to inform them. I would always try to discuss this with you first.
All information stored electronically is in password protected files on a USB drive which is stored in a locked filing cabinet separately to the contact details I hold.
Your notes are always brief and factual, I allocate a code, not your name, anonymised.
Your phone number is stored in my work phone using initial and random code I generate, not your name. I use a finger print and code to protect my phone and use security software.
I keep my computer up to date with security features with latest security software.
This is in line with GDPR 2018 (General Data Protection Regulation) and The Data Protection Act (1998) laws.
GDPR Statement (Your rights & information.)
Under the General Data Protection Regulations 2018, you have certain rights. These are:
• You are allowed to see your notes. This is facilitated by making a formal request.
• Records are kept for 5 years after termination of therapy and then destroyed.
• Having your records amended (change of name and address)
• In the case of clients under 18, records are kept for 5 years after the child turns 18.
Erasure of Data (exclusions)
Under GDPR you can request your data be erased. However, there are exceptions to this. In the case of counselling records, insurance companies and ethical bodies ask for records to be available for the period of time as outlined above.
By signing this document, you are agreeing to having your records kept for 5 years after the termination of therapy. (We sign this in our first meeting together.)