Counselling Privacy Policy

Registered with the ICO (Information Commissioner’s Office) No: ZB380455

Data keep and why do I need it?

• Name and age – basic information about clients.
• Address, e-mail address and phone numbers to contact clients regarding sessions.
• Emergency Contact/Doctor’s details – in the unlikely event of a medical emergency during a counselling session, or if there are concerns a client were at risk, then an Emergency Contact or Doctor may need to be contacted. Whenever possible, clients will be informed prior to this happening.
• Minimal factual session notes.

Is client data shared and, if so, who is it shared with and for what purpose?

It is very unlikely that client data will be shared. It will not be sold or used for unethical reasons.  Client notes may have to be shared if a court issues a subpoena. If the client or anyone the client tells me about is at harm or risk of harm, I may have to pass this information on. I also attend professional supervision as required by the British Association for Counselling and Psychotherapy (BACP) ethical framework. In supervision, I discuss my work with a qualified supervisor but client identity will not be revealed.

How is your data stored?

Client records are securely stored online, are password protected and comply with UK data protection legislation. Paper documents, such as signed contracts or agreements, are stored in a locked safe. For contact purposes, the client's phone number may be stored on a mobile phone using only the client's initials. I am the only person with access to your information unless there is an emergency requiring my Clinical Will Executor, who is also a qualified counsellor, to access records.

How long will your data be stored for and how will it be disposed of?

Online information such as session notes, client name or unique client code are retained for 5 years.

All paper documentation containing client's personal details will be shredded one month after the final session ends.

Phone numbers will be deleted from the Counsellor's mobile phone one month after the final sessions ends.