This statement confirms how I Sarah Appleton of Southville Counselling use and protect any information that you give to me whilst using this service.
I am committed to safeguarding and protecting your information. If I ask you for any information it will only be used according to this privacy statement.
I may change this policy from time to time in line with legislation and whilst we are still working together I will provide you with a copy of any change.
This policy is effective from 24/5/18.
For the purpose of Data Protection Act 1998 and General Data Protection Regulation 2016 Sarah Appleton is the data controller of Southville Counselling.co.uk services and is primarily based at Southville Clinic 68 Coronation Road Southville Bristol BS3 1AS.
Information I collect: I store your name, telephone number and email address and other personal information that you provide to me. I will also write brief notes of sessions.
How I store information:I keep brief notes recording the themes of our counselling sessions. These are stored in a locked filing cabinet and destroyed 7 years after your counselling sessions end unless agreed otherwise. If you have come to me for supervision then I will store up to 7 years of notes at any one time. Any information stored online will be kept securely on a password protected computer. Your contact and apt details will be kept for 7 years after your counselling sessions end and then destroyed unless agreed otherwise.
Any emails,texts or other communications will be deleted at any time but not later than one month after receipt unless they form part of your notes or are needed for income tax purposes in which case they will be kept for 7 years as above.
Your telephone number will be stored on my mobile phone under your initials or your first name only until your sessions end at which point it will be deleted.
If I change telephones then your details will be deleted on the old phone.
If any reports are provided on your behalf then these will be stored for 7 years password protected.
I store a note of your appointment in my diary either by first name or by your initials. This is kept for 7 years. At the end of these periods respectively I will confidentially shred all paper copies and delete any data stored online.
How I use this information: I will use your contact details to engage in my work with you according to my contract with you including contacting you about appointments, keeping records such as appointments, running and maintaining my business. I also keep brief notes of counselling and supervision sessions in order to support me in offering you counselling or supervision.
I will not use contact information or your session notes for any other purpose other than in this notice and my contract. If for any reason I am asked to provide a report of the sessions – eg at your request then this will be sent to you, password protected for your approval before it is provided to the person requesting it. It will also be stored for 7 years.
Your rights and Access to Information:You have the right to ask to see any information that I hold about you. Unless prevented from doing so by legal reasons, I will provide this information to you within a month of your request.
I am happy to look at this in a session. You also have the right to ask me to change any information that I hold that is incorrect and to ask me to delete any information that I hold about you. I will do this except for any information I need to hold for legal purposes such as my business tax purposes.
Complaints:If you wish to complain about how I hold your data in any way then in the first instance please contact me, Sarah Appleton who is the data controller of business name ‘Southville Counselling ’ practising from Southville Clinic 68 Coronation Road Southville Bristol BS3 1AS. If you have any further concerns which are not addressed then you should contact Information Commissioner’s Office at https://ico.org/concerns/handling/ or 0303 123 1113.
Breaches:I will report any data breach to the Independent Commissioner, to BACP and to yourself within 72 hours if it becomes apparent that any data is stolen. My data protection registration reference is A8269778.
Contact:If you wish to contact me with questions, concerns,complaints or request for your information then please contact me:
C/O Southville Clinic
68 Coronation Road
Sarah Appleton May 2018