Privacy Notice

Your privacy is very important to me and I am committed to maintaining the security of your personal data. It will only be used for the purpose it was given to me.

This privacy notice tells you what I will do with your personal information from initial point of contact through to after your counselling has ended, including:

• Why I am able to process your information and what purpose I am processing it for;
• Whether you have to provide it to me;
• How long I store it for;
• Whether there are other recipients of your personal information;
• Your data protection rights.

Questions

If you have any questions about how your data is used, you can contact me via my contact form .

Data Controller

‘Data controller’ is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me.

I am registered with the Information Commissioner’s Office: ZB427480 .

What data I collect

The personal data I collect is:

• Name

• E-mail address

• Postal address

• Telephone number(s)

• Date of birth

• GP details

• An emergency contact name and phone number

• Medical conditions and medication

By your giving all or part of the above information, it is understood that you consent to me storing your personal information.

My lawful basis for holding and using your personal information

Most of the personal information I process is provided to me directly by you for one of the following reasons:

If you have had counselling with me and it has now ended, I will use legitimate interest as my lawful basis for holding your personal information.

If you are currently having counselling or if you contact me because you are considering counselling, I will process your personal data where necessary for the performance of our contract.

The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you). This personal information might include for example:

• racial or ethnic origin;
• political opinions;
• religious or philosophical beliefs;
• trade union membership;
• genetic data, biometric data;
• health data;
• sex life and sexual orientation;

How I use your information and how long it is stored

(a) Initial Enquiries

I collect personal data from when you enquire about my counselling services to set up an initial appointment. This information includes your name, email address, and telephone number. If you decide not to proceed with my services, all your personal data is deleted within 30 days.

(b) While accessing counselling

I collect and use information about you to enable me to provide counselling services, for general management and the administration of your counselling sessions and to ensure your safety and the safety of others. This information is collected on a client information form which is stored in a locked filing cabinet that only I have access to.

I keep brief notes of our counselling sessions. These notes do not include any personal information that would identify you. They have a client reference number. The notes are kept separately from your client information form and are stored electronically with password protection. Emails and text messages are deleted within 30 days of receipt or being sent unless I consider them necessary for the provision of counselling services.

(c) After counselling has ended

Once counselling has ended your client information form will be confidentially destroyed by shredding. I will need to keep the following information:

• Name
• Date of birth
• Client reference number – this number enables me to identify your notes.

This information will be retained for 7 years after counselling ends.

I will retain my notes of our counselling sessions for 7 years, after which they will be expunged.

Any retained emails or text messages still held will be deleted.

Third party recipients of your personal data

Please be assured that I will never pass on your personal information to any third party for the purposes of sales, marketing or research purposes.

I may need to break confidentiality where I have a legal or ethical duty to do so. This can include where you or another person may be at serious risk of harm, if you infer knowledge of or involvement in behaviours that may, in my opinion, lead to harm or neglect to children and vulnerable adults, if you disclose information about drug-trafficking, money laundering offences or about acts of terrorism or if I am required by a Court Order. If I need to break confidentiality I will try to speak to you first depending upon the reason for the breach. Third party organisations may include your GP, Ambulance Service or the Police depending upon the circumstances.

My professional membership body requires me to undertake monthly supervision to enable me to reflect on my practice. During supervision I may discuss your sessions with my supervisor. Confidentiality also exists between my supervisor and I.

Some of your personal information will be shared with third parties to fulfil legal and financial obligations such as my accountant for tax and accounting purposes, HMRC, my business bank account and my mobile phone operator. I have appointed a Clinical Executor. In the unfortunate event of my death or serious illness meaning I am no longer run my practice they will have access to your contact details to inform you of the situation and to help you with an onward referral if necessary.

Your data protection rights

Under data protection law, you have rights including:

(a) Your right of access

You have the right to ask us for copies of your personal information.

(b) Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

(c) Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

(d) Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

(e) Your right to object to processing

You have the the right to object to the processing of your personal information in certain circumstances.

You can find out more about your rights at ico.org.uk/your-data-matters.

Please contact me via my contact form if you wish to make a request regarding any of your personal information I may hold about you.

Additional Information for June Reid Counselling website

(a) Website Cookies

This website does not use cookies.

(b) Other websites/Third-party links

This website contains links to other websites and applications. My privacy notice only applies to my website. By clicking on external links this may allow a third party to collect or share data about you. You are advised to read any third parties’ privacy notice.

(c) Enquiry Form

If you fill in the contact form on my website, that data is temporarily processed on the web host before being sent to me by email. This data includes your name, telephone number, email and any brief description written by you.

(d) Data Processing

This website is hosted in the UK.

Data security

I will take all reasonable precautions to prevent the loss, misuse or alteration of the data you provide to me.

Changes to this policy

I reserve the right to amend this privacy notice. If I do so, I will post notice of the change on my website. You are advised to check the website for updates.

Complaints

If you have any complaint about how I handle your personal data you can contact me via my contact form .

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk