This privacy policy governs the manner in which I use, maintain and disclose information collected from clients using Gillian Bales Counselling.
Information I collect
Documents held
How I store information
Assessment form and session notes are anonymized and kept separate from the client contact form in a locked cabinet. Mobile phone – which is only accessible using a password and doesn’t use cloud storage. Client contact numbers and text messages are stored by reference code, not by name. Email addresses are stored in my Gmail account. Financial details – by proxy on my Bank Statement if you make payments via BACS. If you access counselling online, contact details are stored in my Skype account.
How I use/share information
All personal information/data is only processed in order to provide a counselling service. I only share information under the following circumstances:
Legitimate Interest
Erasing your information
All electronic enquiries are deleted after 28 days. Texts, contact numbers and emergency contact details are deleted/destroyed six months following the end of therapy. I hold session notes for up to three years following the cessation of therapy. This is so I have a reference if you decide to return to counselling and to comply with BACP Professional Conduct Procedures.
Your rights
For the purposes of the General Data Protection Regulations (GDPR) 2018, the data controller/processor is Gillian Bales. ICO Registration No: A8557108. You have the right to lodge a complaint with the Information Commissioner's Office, the supervisory authority for data protection issues in England and Wales: www.ico.gov.uk
Information I collect
- Personal information: Name, address, date of birth, contact details and who to contact in an emergency.
- Relevant service information: Your GP’s contact details, medical conditions relevant to counselling and prescribed medications.
- Special Category Data: Gender, relationship status, family history and mental health.
Documents held
- Client contact form – if this is sent electronically, a printed copy will be stored securely and the electronic copy will be deleted.
- Counselling agreement form – client is issued with a copy at the start of counselling and a copy is held by myself for reference.
- Counselling assessment form.
- Client sessional notes.
How I store information
Assessment form and session notes are anonymized and kept separate from the client contact form in a locked cabinet. Mobile phone – which is only accessible using a password and doesn’t use cloud storage. Client contact numbers and text messages are stored by reference code, not by name. Email addresses are stored in my Gmail account. Financial details – by proxy on my Bank Statement if you make payments via BACS. If you access counselling online, contact details are stored in my Skype account.
How I use/share information
All personal information/data is only processed in order to provide a counselling service. I only share information under the following circumstances:
Legitimate Interest
- Supervision: I attend ongoing clinical supervision to ensure my practice remains safe and ethical. My Supervisor adheres to the same professional rules and guidelines in relation to confidentiality and GDPR.
- Emergencies: If your health is at risk, I may share your details with a healthcare service such as your GP or Mental Health Crisis team.
- Risk of serious harm to a third party.
- Therapeutic Will: Your name and contact details will be shared with my Therapeutic Executor, these will only be used in the unlikely occurrence of a sudden event impacting on my ability to continue therapy with you.
- When compelled by a Court Order.
- When statutory law requires me to inform the relevant authorities (such as terrorist activities, drug trafficking, money laundering or abuse of a child or vulnerable adult).
- If you ask me to share your notes/information with other medical professionals or your legal representative.
Erasing your information
All electronic enquiries are deleted after 28 days. Texts, contact numbers and emergency contact details are deleted/destroyed six months following the end of therapy. I hold session notes for up to three years following the cessation of therapy. This is so I have a reference if you decide to return to counselling and to comply with BACP Professional Conduct Procedures.
Your rights
- Right to Access: You have the right to ask for a copy of your personal information, free of charge.
- Right to be Forgotten: You have the right to ask me to erase any information that I hold about you. These rights are obligatory unless it is information I have a legal obligation to retain.
- Data Portability: As the client, you have the right to receive your personal information which you previously provided, also you have the right to transfer that information to another party.
- Right to Rectification: You have the right to require me to rectify any inaccurate personal data I hold about you.
For the purposes of the General Data Protection Regulations (GDPR) 2018, the data controller/processor is Gillian Bales. ICO Registration No: A8557108. You have the right to lodge a complaint with the Information Commissioner's Office, the supervisory authority for data protection issues in England and Wales: www.ico.gov.uk