What we do with your data and how we look after it.
Your personal information is important to us and we only use and retain your personal information to provide the services which you have requested from us. Your counsellor will be the Data Controller in relation to the personal data held and be registered with the Information Commissioners Office
Why we hold information
We hold personal identifying data including name, address, telephone number and e-mail address to arrange and contact you in relation to appointments. In addition, we hold GP and emergency contact details. Telephone numbers and e mail may be stored on smartphones. Your name and phone number is held on The Westway Clinic's booking system, to enable appointments to be logged and payments taken.
We also retain separate client biographical notes, these will include medical information provided, personal history and session summary. These notes are anonymised with a code which links to the identifying data sheet to retain confidentiality to reflect on the sessions and support the counselling work. Where appropriate client work may be discussed in counselling supervision in accordance with ethical practice and guidelines.
Right to access records
You have a right to access the client notes and receive relevant extracts. However, to protect the privacy of any other persons mentioned during the sessions clients are not entitled to copies of notes referencing any third party. Once provided the client becomes responsible for the privacy of the notes and neither the counsellor or Reigate and Redhill Counselling are responsible for the disclosure of such records.
Sharing of data
We will not share your data with third parties other than where you give consent for the confidence to be broken or;
the counsellor is compelled by a Court of Law or where the information is of such gravity, in the case of fraud, crime or serious or imminent harm to the client or others including Child Protection issues, breach of the Terrorism Act or Proceeds of Crime Act, that confidentiality cannot be maintained.
How long is information held
Personal contact data stored electronically is deleted once counselling has ended.
Client notes are retained securely for a period of 3 years. After this period records are destroyed.
You have the right to ask to see any information held by us about you. To do this please either ask or submit a request by writing. You also have the right to ask for information that you believe to be incorrect to be rectified. We will endeavour to provide you with the information requested within four weeks.
If we become aware of a situation where your personal information may have accidentally or maliciously been obtained by a third party, we will notify you within three days. If you are concerned about the way that your information is being held please discuss this with your counsellor. If you are still unhappy you have the right to complain to the Information Commissioners Office.