Our contact details:
Name: Dianne Foy
Phone Number: 07878 197655
ICO Registration number: ZA792318
The type of personal information we collect:
We currently collect and process the following information:
· Personal identifiers, contacts, and characteristics (for example, name and contact details)
· Anonymised assessment forms such as CORE 34
How we 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:
· Contact details provided on our contract form
· Email or telephone contact details provided when you contacted us
· GP details provided on our contract form
· Data completed on an assessment form such as CORE 34.
We also receive personal information indirectly, from the following sources in the following scenarios:
· From your occupational health provider if you are referred on to us for private counselling
We use the information that you have given us in order to:
· Communicate with you about working together
· Maintain contact between sessions should there be a need to cancel or reschedule a session
· Contact your GP or emergency contact should there be a serious concern about your personal wellbeing
· Track progress and allow assessment of any risks to your personal wellbeing
We may share this information with health professionals in very limited circumstances if we consider there is a serious risk to your personal safety.
We are obliged to share this information with relevant agencies should we consider there is a serious risk of harm to a child or vulnerable adult, or in the case of terrorist activities being disclosed.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) We have a contractual obligation.
(b) We have a legitimate interest.
(c) We have a vital interest.
How we store your personal information
Your paper-based information is securely stored in a locked filing cabinet which only your therapist will have access to.
Any information kept digitally will be stored on a password protected laptop in a password protected file.
Any contact information used in telephone contact will be stored on a mobile telephone used only for the purposes of counselling and protected by fingerprint locking and PIN code.
We keep contact details, contract information and case notes for 6 years. Once our work together has ceased, any digital information will be downloaded to an encrypted USB stick and stored in a locked filing cabinet. It will be securely deleted from any devices at this time. Once 6 years has elapsed, paper files will be shredded, and electronic files securely deleted.
Should initial contact not proceed to working together, any contact details or data will be deleted immediately unless you specifically request they are kept on file for future contact.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing- You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the 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 organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk