Holly White therapist
Privacy Statement
Introduction
Your information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended.
I am happy to chat through any questions you might have about my data protection policy, you can contact me at hollywhitetherapy@gmail.com
I am registered with the Information Commissioner’s Office. Registration Reference ZB388768
My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below:
If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information.
If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract.
The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you).
How I use your information
Initial contact
When you contact me with an enquiry about my counselling services, I will collect information to help me satisfy your enquiry. This will include your name and contact details.
If you decide not to proceed I will ensure all your personal data is deleted within 3 months. If you would like me to delete this information sooner, please speak with me.
While you are accessing counselling
Anything you discuss with me is confidential and will only be broken for particular reasons such as if you disclose something which suggests that yourself or someone else may be at risk of harm. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this. In addition, I attend individual and peer supervision, and so I may discuss the work we do there, in confidence. For more information on the confidentiality rules I follow see the BACP ethical framework.
I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely and are not shared with any third party. I will keep notes of each session, these are kept securely and anonymously.
After counselling has ended
Once counselling has ended your records will be kept for 7 years from the end of our contact with each other and are then securely destroyed. I am legally required to retain any personal information you give to me, plus any notes I may make while providing those treatments or services, for a minimum of 7 years. Any personal information that I hold about you will be permanently deleted 7 years from the date of your last appointment with me.
Third party recipients of personal data
I sometimes share personal data with third parties, for example, where I have contracted with a supplier to carry out specific tasks. In such cases I have carefully selected which partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted.
Visitors to my website
When someone visits my website, I collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow anyone to make, any attempt to find out the identities of those visiting my website. I use Squarespace for my website requirements. I do not take any personal or identifying details via my website.
I use legitimate interests as my lawful basis for holding and using your personal information in any way when you visit my website.
Your rights
I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters.
If I do hold information about you I will:
Give you a description of it and where it came from.
Tell you why I am holding it, tell you how long I will store your data and how I made this decision.
Tell you who it could be disclosed to.
Let you have a copy of the information in an intelligible form.
You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information I may hold about you, please put the request in writing addressing it to hollywhitetherapy@gmail.com.
If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures.
If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint
Data security
I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure and follow industry best practices.
I keep concise notes with no identifying details, clients are given a code number that is used. I keep this in an encrypted folder on my computer which is password protected. I record my accounts using an Excel spreadsheet on this same computer, clients are also identified here by a code number.