Data protection regulation is changing.
From 25 May 2018 the General Data Protection Regulation (GDPR)
will be introduced. To meet the requirements of the new regulation my GDPR and
privacy of information policy is outlined in this document.
If you decide to
contact me for counselling and we agree to work together, I, Karen Moore,
processing data as Attuned Counselling Services, will collect, store and
process information about you to
enable me to provide a service to you.
This document outlines what personal
information I will collect and how it will be processed and stored. This is in
addition to the counselling agreement which we discuss and sign in order for
the work to continue.
What personal information
will I need to collect?
In order for me to be able to fulfil my responsibilities as a
counsellor I will need to record personal information about you, including your
name, address and contact details for
the initial contact/referral form. Under an identifying code I will also takes
notes of ‘assessment information’, that is, relevant medical information and aspects of your personal,
social and family history that you choose to share with me and brief notes
of each session. This information will be retained in separate
locations (keeping your name and contact details apart from the session notes)
Your contact details will only be used
to contact you. Other personal data
such as your name, address and/or date of birth will be used to verify your
identify if there is a need to contact your G.P. or a request for access to
personal data from yourself or under legal instruction such as a court order.
will I store your personal information?
Paper: Contact/referral and written notes as outlined above and in the
Mobile phone: If you wish to contact me by phone I will store your
contact number in coded form on my mobile phone 07530906135 which is solely
used for sending and receiving texts and calls from clients.
Email: If you contact me by email your email address and any
correspondence will be stored in my email account, email@example.com
you contact me through the contacts page I will get notification through my
email account via my website host www.vistaprint.co.uk who process
such information on my behalf. None
of your personal information is stored on my website. By contacting me in this manner you are consenting
for me to contact you to discuss how I might be of help to you. If, at this
stage, you do not want to enter counselling I will delete your initial contact
email and will not hold any personal information about you.
Social Media: Private messages on my facebook page, Attuned Counselling Services, will
be deleted once we have made an arrangement to either speak by phone or set up
an initial meeting.
How long will I keep your personal
we have finished working together all electronic copies of your correspondence
will be erased after one month. Written documents will be held for a period of five
years after your counselling ends. After that, all written information about
you will be shredded.
In what circumstances might I share your personal
Confidentiality & Safeguarding Policy
confidential but there are certain limitations. Sharing information is only
ever done to safeguard you or another person/s. If you are at serious risk of harming yourself
I may need to contact your GP. If you
tell me that a child is being abused I have a legal obligation to inform Social
Services. If I become aware of your intent to cause harm to another person/s or
you give details of current or historic cases (e.g. terrorism) I have a legal
obligation to inform an authority without seeking your permission. In such
circumstances the law may require that I share your personal information
without your knowledge. This confidentiality and safeguarding policy is
discussed in detail at the initial assessment.
As part of my
registration and accreditation as a professional counsellor I am required to consult
with a therapeutic supervisor. In order to protect your privacy no identifiable
personal information is shared. I may refer to individual clients by code for
the purpose of maintaining professional standards and aiding my professional
Therapeutic Will in the event of incapacity
In the event of my incapacity to continue with your therapy, e.g. through
serious accident or death, I have appointed a colleague to act as my
Therapeutic Executor. Your name and contact details alone will be shared so
that you can be contacted and informed of the circumstances.
You have the right to:
be informed what personal
information I hold about you
ask to see information
that I hold about you without charge. To do this please either ask me or submit
a request in writing. I will endeavour to provide you with the information
requested within four weeks.
rectify any inaccurate or
incomplete information about you
withdraw consent for me
to use your personal information
request your personal
information be erased (although I can decline whilst the information is needed
for me to practice lawfully and competently)
be informed if your
personal information may have accidently or maliciously been obtained by a
third party. In this case I will notify you within three days
address your concerns
about the way your information is being held. In the first instance please
discuss this with me. If you are still unhappy you have the right to complain
to the Information Commissioner’s Office www.ico.org.uk with whom I am registered as the data controller.
Attuned Counselling Services, 36 Dunbarton
Street, Gilford, CRAIGAVON, BT63 6HJ
Email: firstname.lastname@example.org Telephone: 075 3090 6135