This statement confirms how I, Christine Allan, of Cirencester Counselling, use and protect any information that you give to me whilst using this service.
For the purposes of the Data Protection Act 1998 and General Data Protection Regulation 2016, Christine Allan is the data controller of Cirencester Counselling.
Information I collect: I store your contact details i.e. name, telephone number and email address and other personal information that you provide to me. I also write brief factual notes of the sessions which include when we meet and the main themes raised.
How I store information: Your written contact details and my session records are stored in a locked metal filing cabinet and destroyed 7 years after your sessions end with me. I do not store any information on line. I keep your contacts details on my phone, these are password protected, and destroyed once we end working together. Any phone messages received are destroyed by me once read or heard. If information contained in a phone message needs to be recorded as part of a session record, it will be stored in the manner described above. If any reports are received on your behalf these will be printed and stored in a locked cabinet with your records, and the electronic version will be deleted. I keep an appointments diary in which I record your sessions by time and initials only. I keep my diaries for 7 years in a locked cabinet.
At the end of 7 years I destroy all paper copies, either by burning or shredding.
If I die or am incapacitated you will be informed by a professional colleague, and your notes will be destroyed within 3 months.
How I use this information
I will use your contact details to engage in my work with you according to my contract and to enable me to provide you with a counselling/psychotherapy service. 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 e.g. at your request, then this will be seen and discussed with you before it is sent by mail, or handed to you in person.
Your rights and access to information
You have a 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 would discuss this with you in a session. You 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 or for my business tax purposes.
If you wish to complain about how I hold your data in any way, then in the first instance please contact me, Christine Allan, who is the data controller of Cirencester Counselling. If you have any further concerns which are not addressed then you should contact the Information Commissioner’s Office at https://ico.org.uk/concerns/handling or 0303 123 1113
I will report any data breach to the Information Commissioner, to the British Association for Counselling and Psychotherapy (BACP), and to you within 72 hours if it becomes apparent that any data is stolen. My data protection registration reference is ZA421356.
If you wish to contact me with questions, concerns, complaints or a request for your information, then please contact me, Christine Allan on 0771 434 2066, or email firstname.lastname@example.org