The General Data Protection Regulations (GDPR), introduced on May 25th 2018, require that I give you information about how I collect information on individuals, and the policies I have in place to manage the storage and management of that information.
At the start of counselling, all new clients are asked to complete a paper registration form to provide me with the following information:
Name, address, telephone numbers and email address.
An agreed method of communication, if possible consent to leave messages, and how any messages can be left.
Optional general statements of any diagnosed conditions you have and your hopes for counselling.
Name of your GP and name of his or her practice.
Voluntary information about medication you may be taking related to mental health.
The paper registration form remains confidential and is kept securely in a locked metal filing cabinet to which I have sole access.
Every client is given a Client Reference Code and any session notes I make are kept separately on a secure cloud-based data storage and do not disclose the identity of the client to whom they relate. All client notes are destroyed immediately following the 3rd anniversary of our final session as recommended by my ethical body.
The Client Reference Code is used to log all counselling sessions I undertake for individual clients, including session dates. This log is stored in a password protected spreadsheet file on a secure computer.
I regularly provide my supervisor with an up-to-date list of clients and their contact phone numbers. This meets a requirement of the UKCP that I have a “Clinical Will” that enables clients to be contacted in the event of me being incapacitated and being unable to make contact in person.
My website collects no personal data and invites prospective clients to contact me by telephone or email. My understanding is that my website collects information about the device you use to access the site in order to display the site appropriately.
All emails related to my counselling work are received into a specific and separate email account to which I have sole access.
Your contact information is only used to communicate with you regarding appointments or other matters directly connected with our counselling relationship. The information is not used for any marketing purposes.
Please feel free to ask if you have any questions regarding this information.