Privacy Statement and Data Protection
Data Protection Regulation (GDPR) Tailored By The Data Protection Act 2018
My name is Sarah Bower and I am a counsellor in private practice. I am registered with the ICO Information Commissioners Office. This means I am the Data Processor when you give me your personal details therefor I am responsible for keeping this information confidential. In this statement I will inform you what data I collect, why I need it, where I store it and how I destroy it. I am the only person who will have access to your information.
What Data Do I Collect, How and Why?
The below details are requested from you during our agreement to work together, or when you call or email me to arrange an appointment.
Name - This information helps me get to know you and provide you with counselling.
Telephone Number - This is stored on your assessment form and on my locked mobile phone to contact you either by text or call as agreed in our agreement.
Address/ email address - If agreed - This is how I will contact you in regard to your sessions to book, arrange or change appointment times as agreed in our agreement.
Next of Kin - In an emergency if you have agreed to give me a next of kin I will contact them for you.
Any Health issues or Diagnosis's you choose to share with me, or in the event you were ill during a session and needed medical care.
Will I Ever Share Your Information?
I will never sell your information to anyone else.
I may have to share if there are Legal Exceptions:
My notes are subpoenaed by court order.
If someone else is at risk of harm eg safeguarding adults and children.
In cases where I have told you my limitations about confidentiality. Terrorism, trafficking or money laundering.
In the unfortunate event something happens to me I have appointed a Clinical Executor - They will have access to your information and will contact you on my behalf. They will only access your information in an emergency.
You will always have the right to request to see, amend or have destroyed any data I may keep about you, I will respond to any such request within 14 days.
How Will I Store Your Data?
Paper - Any data on paper will be kept in a locked filing cabinet. This data alone will not be linked directly to you as I use a code system to identify my clients which means that no-one can identify you.
Computer - I will keep corresponding information which is passcode protected.
My business mobile - I will keep your phone number under your allocated code, this is also passcode protected.
How Long Will I Store Your Information and How Will I Dispose of It?
I will keep your notes, name and unique code for 5 years (Adults) after we finish our work (children it will be for 5 yrs after your 18th Birthday) this is what my insurance requests. After this time I will shred, delete and/or destroy all information.
I will delete your phone number from my phone 1 month after we finish working together.
I will delete any emails or messages sent 1 month after we finish working together.
Right to Access
You have the right to ask for a copy of your personal information, free of charge, in an electronic or paper format. You also have the right to ask me to amend or change any incorrect information about you.
Right to be forgotten
You have the right to ask me to erase any information that I hold about you. This includes your personal information that is no longer relevant to original purposes, or if you wish to withdraw consent.
In all cases and when considering such requests, these rights are obligatory unless it’s information that 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, and also have the right to transfer that information to another party. For the purposes of the General Data Protection Regulations (GDPR) 2018, the data “controller” is Sarah Bower - Dewdrop Counselling Service.
If you do not agree to me using your data in this way it is unlikely that we will be able to work together.
I may amend this Privacy Notice without notice to you, in which case a copy is always available upon request. You can contact me at : sarahbowercounselling@yahoo.com