General Data Protection Regulations (EU Citizens)
UK Data Protection Act 2018 (UK Citizens)
Name: Elise Whittington Counselling
Address: Woodside, Clappers Meadow, Alfold, Surrey, GU6 8HH
Phone Number: 07971 338964
Email: [email protected]
Date of Privacy Notice: 2nd June 2021
The Type of Personal Information we Collect:
I currently collect and process the following information:
* Personal identifiers, contacts and characteristics (for example, name, date of birth and contact details including postal address(es), telephone number and email address)
* A brief medical form will be sent to you asking your GP/doctor’s surgery name and contact details. Your psychiatrist’s name and contact details if applicable. If you have been diagnosed by a GP with any mental health conditions such as anxiety etc. and if/what medication you have been prescribed. Sometimes it may be necessary to contact other health professionals with your consent to make sure you are receiving the support you need. It is useful for me to know if you have any diagnoses or are on any medications as it can impact/help the therapy process if I am aware of it. It also indicates if you have a wider support system in place.
* In accordance with counselling practice brief, factual notes of the session are made for supervision
purposes and to comply with BACP membership. I am required to keep these by law for a
minimum of 7 years.
How I get the Personal Information and why we have it:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
* To answer your enquiries with regard to counselling services
* To provide counselling sessions by the video platform Zoom or by telephone
* For supervision, professional organisational and legal requirements such as brief notes, accounts
and clinical supervision
* To be able to post to you your counselling contract and medical form
* To be able to contact you/send you links in regards to sessions
I also very occasionally may receive some personal information indirectly, from the following sources in the following scenarios:
If someone you have asked to help you with finding a counsellor makes an enquiry on your behalf and discloses some information in their initial communication. All future data will be collected only from the client themselves and no further contact will be made with the third party.
I use the information that you have given us in order to:
* To answer your enquiries with regard to counselling services
* To provide counselling sessions by either Zoom video platform or by telephone
* For supervision, professional organization and legal requirements
your knowledge and consent:
*Professional supervision: your full name and contact details will not be given. I may take the content of your session to my I may share this information and break confidentiality in the following circumstances with or without professional supervisor whose job is to make sure I am working ethically for your safety. You will only be known by initials to them.
* To a court of law if my case notes are requested by subpoena or I am requested to take part in an inquest or inquiry.
* To the police if I feel that a crime will be or has been committed or there is or has been in the past significant risk of harm to yourself, others or a child or young person.
* To emergency services if you request that I call them and with your prior knowledge and permission. The exception to this is if you are taken ill during a session and are unconscious or non-communicative, I will then proceed without your permission.
* GP or Psychiatrist/other mental health professional. It is sometimes necessary for me to write to other health professionals to let them know you are receiving counselling if it may potentially impact the treatment you are receiving from them, if it is necessary to check that you have a wider support system in place as therapy can bring strong emotions to the surface, or to express my concerns for your physical safety. I will, if I can, gain your permission first and read to you the letter before sending, but I may also just contact another professional if the situation requires without your prior knowledge or consent by letter or by telephone.
I will not disclose any information if a member of your family/friends/partner were to contact me out of the blue after therapy has begun. The communication will be abruptly ended, I will not confirm you are even a client. People are not permitted to join you in your therapy session.
I do not ‘sell’ your personal data to any third party. I do not send out marketing material.
Under the General Data Protection Regulation (GDPR), the lawful bases I rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting me on 07971 338064, emailing me on [email protected] or completing the 'contact me' form on my website.
(b) I have a contractual obligation.
(c) I have a legal/professional obligation.
(d) I need it to perform our service to you which is the provision of counselling sessions.
(f) I have a legitimate interest.
I will keep your name and full contact details, counselling contract and supervision case notes for a minimum of 7 years. I will then dispose of your information by shredding. All emails/contact forms and texts are deleted on electronic systems after reply/use each time. Emails will be printed and stored on paper for 7 years. All supervision/BACP professional notes are kept on paper, written by hand and stored in a locked cabinet. Your case notes, medical form and counselling contract will be stored in separate folders and not together. Your full name will not appear on your case/supervision notes to help deter identification should the cabinet be breached at any time. All electronic devices are password protected and encrypted. My computer have full up to date virus and spyware protection programs installed. I use an encrypted, passworded external hard drive as a back-up device which is kept in a locked filing cabinet. My computer is password protected. Windows, Google/Gmail, Zoom and Bit Defender Security I update whenever one becomes available.
Your Data Protection Rights:
Under Data Protection Law, you have rights including:
* Your right of access - You have the right to ask me for copies of your personal information and case notes at any time.
* Your right to rectification - You have the right to ask me to rectify personal information you think in inaccurate. You also have the right to ask me to complete information you think is incomplete.
* Your right to erasure - You have the right to ask me to erase your personal information in certain circumstances.
* Your right to restriction of processing - You have the right to ask me to restrict the processing of your personal information in certain circumstances.
* Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
* Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organization or to you, in certain circumstances. Please note it is not advisable for one counsellor to transfer supervision notes to another as it will bias the second counselling relationship and is generally considered unhelpful to the second counsellor and not in the interests of the client, but in accordance with GDPR this would still be your right to choose.
You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you. Please contact me at [email protected] or telephone me on 07971 338964.
How to complain:
If you have any concerns about my use of your personal information, you can make a complaint to me at [email protected] or use the contact form on my website (Elise Whittington Counselling)
You can also complain to the ICO if you are unhappy with how I have used your data. I am registered with the ICO and appear on their directory/register:
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
Last Updated: 2nd June 2021