Equinox Counselling Privacy Policy

Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy 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, and • Your data protection rights.

I am happy to chat through any questions you might have about my data protection policy and you can contact me via email – equinoxcounsellingweston@gmail.com

‘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, Rebecca Pepper. I am registered with the Information Commissioner’s Office, Registration Number - ZB486001. My postal address is: 2 Laurel House, 1 Station Road, Worle, Weston-super-Mare, BS22 6AR. My phone number is: 07850-006745. My email address is: Equinoxcounsellingweston@gmail.com.

 

My lawful basis for holding and using your personal information

The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below: If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is 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 consent initially. I will then retain any counselling records in case of the need to reference them in the future (the official legal basis is to defend against potential legal claims).

 

How I use your information

Initial contact

When you contact me with an enquiry about my counselling services I will collect information to help me satisfy your enquiry. This will include your name, contact number and/or email address. Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf. If you decide not to proceed I will ensure all your personal data is deleted within 3 months. If you would like me to delete this information sooner, just let me know.

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While you are accessing counselling

Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if you are deemed to be an immediate risk of harming yourself or others. Other reasons for breaking confidentiality are a) If terrorism related information is disclosed, b) if required by a court case, c) if there are serious concerns regarding a child’s safety. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.

I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely using a practice management system called Writeupp. This is a secure online system that is password protected and complies fully with GDPR law. I will keep a record of each session, these are kept for 5 years in line with insurance regulations. For clients under the age of 18, these notes will be kept for 5 years after the client turns 18. For security reasons I do not retain text messages for more than 3 months. If there is relevant information contained in a text message I will transfer this to your client record. Likewise, any email correspondence will be deleted after 3 months if it is not important. If necessary I will transfer this information to your client record.

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After counselling has ended

Once counselling has ended your records will be kept for 5 years from the end of our contact with each other and are then securely destroyed. As above for clients under the age of 18, this will be 5 years after turning 18. If you want me to delete your information sooner than this, please tell me.

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Third party recipients of personal data

I sometimes share personal data with third parties, for example, where I have contracted with a supplier to carry out specific tasks. In such cases I have carefully selected which partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted.

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Your rights

I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters. If I do hold information about you I will: • give you a description of it and where it came from; • tell you why I am holding it, tell you how long I will store your data and how I made this decision; • tell you who it could be disclosed to; • let you have a copy of the information in an intelligible form. You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information I may hold about you, please put the request in writing addressing it to equinoxcounsellingweston@gmail.com.

If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures. If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint.

 

Data security

I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure. All computer devices I may use such as laptop, smart phone or iPad are secured via a password which only I have access to. The practice management software, WriteUpp, is password protected and fully compliant with GDPR law. They have appropriate measures and protections in place to comply with their responsibilities as a "data processor". WriteUpp, are ISO27001 accredited, and their certificate number is 275372022.

 

Visitors to my website

When someone visits my website, I use a third party service, WIX, to collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow WIX to make, any attempt to find out the identities of those visiting my website.

I use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me.