Privacy Notice
Introduction
This Privacy Notice explains how I collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
As your counsellor, I am committed to protecting your privacy and handling your personal information responsibly, lawfully and transparently. This notice explains what information I collect, why I collect it, how it is used, and your rights in relation to your personal data.
This Privacy Notice applies to all counselling services that I provide, including both individual and couples counselling.
Who I Am
I am Neil Porter MBACP, a registered member of the British Association for Counselling and Psychotherapy (BACP), and I am the Data Controller for the personal information you provide to me.
This means I am responsible for deciding how your personal information is collected, used, stored and protected in accordance with UK data protection legislation.
If you have any questions about how your personal information is handled, you can contact me through the website’s contact page.
What Information I Collect
In order to provide counselling safely and effectively, I may collect and process the following personal information:
Your name, address, telephone number and email address.
Your date of birth.
Your GP details and, where appropriate, emergency contact information.
Information relating to your physical and mental health, personal circumstances and the reasons you have sought counselling.
Brief clinical notes made during the course of our work together.
Payment records relating to counselling sessions.
Correspondence between us, including emails, text messages or other communications relating to appointments or your care.
Where I work with couples, I may collect and hold personal information relating to both individuals as part of the same clinical record.
I will only collect information that is relevant and necessary for the provision of counselling and the management of my practice.
Why I Collect Your Information
I collect and use your personal information to:
Provide safe, effective and professional counselling.
Arrange and manage appointments.
Maintain accurate clinical records.
Communicate with you regarding your counselling.
Meet my legal, ethical and professional obligations.
Maintain appropriate financial records where required.
Under UK data protection law, the lawful basis for processing your personal information is that it is necessary for the performance of a contract (the counselling agreement between us), to comply with legal obligations, and for the provision of health-related care. Special category data, including information relating to your health, is processed in accordance with UK GDPR and the Data Protection Act 2018.
How Your Information Is Stored and Protected
I take appropriate steps to ensure that your personal information is stored securely and protected against unauthorised access, loss, misuse or disclosure.
Your records may be held in paper and/or electronic format. Paper records are stored securely in a locked filing cabinet. Electronic records, where used, are stored using secure systems designed for healthcare professionals and protected by appropriate security measures, such as password protection and encryption where available.
From time to time, I may use secure technology to assist in the preparation and storage of clinical records. Any technology used will be selected with careful consideration of its security, privacy and compliance with UK data protection legislation and professional ethical standards.
Access to your personal information is restricted to me unless disclosure is required by law or is otherwise permitted under this Privacy Notice.
Where electronic systems are used, I take reasonable steps to ensure that providers process personal information in accordance with UK data protection requirements.
How Long I Keep Your Information
I retain your personal information and clinical records for seven years following the end of counselling, or longer where required by law, insurance requirements or professional guidance.
Once the retention period has expired, your records will be securely destroyed or permanently deleted in a manner that protects your confidentiality.
Sharing Your Information
Your personal information will be treated as confidential and will not be shared with third parties unless:
You have given your consent.
I am required to do so by law.
There is a safeguarding concern involving a child or an adult at risk.
There is a serious concern that you or another person may be at risk of significant harm.
It is necessary to protect my legal rights or to comply with a legal obligation.
Where appropriate, I may use carefully selected service providers to support the administration of my practice, such as secure providers of electronic record systems, appointment management or payment services. Where this occurs, I take reasonable steps to ensure that any provider handles personal information securely and in accordance with UK data protection legislation.
Wherever possible, I will discuss the need to share information with you before doing so, unless doing so would increase the risk of harm or I am prevented from doing so by law.
Your Rights
Under UK data protection legislation, you have a number of rights regarding the personal information I hold about you. These include the right to:
Request access to the personal information I hold about you.
Request that inaccurate or incomplete personal information is corrected.
Request that your personal information is erased in certain circumstances.
Request that the processing of your personal information is restricted in certain circumstances.
Object to the processing of your personal information where applicable.
Please note that some of these rights are subject to legal and professional obligations. For example, I may be required to retain certain records for legal, insurance or professional reasons, even if you request that they are deleted.
If you have any questions about how your personal information is handled or wish to exercise any of your rights, please contact me in the first instance. If you remain dissatisfied, you also have the right to raise your concerns with the Information Commissioner's Office (ICO).
Questions about your information
If you have any questions about this Privacy Notice or how your personal information is handled, please contact me through the website’s contact page.