Policies

Privacy Policy

Introduction

This Data Protection Policy outlines the principles and practices that govern the collection, use, storage, and protection of client data. The counsellor is committed to ensuring that client information is kept secure, confidential, and used only for the purposes for which it was collected, in compliance with applicable data protection laws.

Purpose of Data Collection

The counsellor collects personal data to:
  • Provide effective counselling services.
  • Maintain records for continuity and to monitor progress.
  • Comply with legal and regulatory obligations.
  • Ensure quality control, including supervision and training.

Types of Data Collected

The following types of personal data may be collected:
  • Personal Information: Name, contact details, date of birth, emergency contact.
  • Health Information: Mental health history, medical conditions, previous therapy information.
  • Session Notes: Detailed notes taken during counselling sessions.
  • Consent Forms: Signed agreements, consents for therapy, or other legal documents.

Legal Basis for Processing Data

The counsellor will process personal data based on the following legal grounds:
  • Consent: Explicit consent provided by the client for collecting and processing their data.
  • Contractual Necessity: To fulfil the counselling services agreement.
  • Legal Obligations: When required by law or regulation (for example in case of child protection, threats of harm to self or others).

Data Storage and Security

  • Physical Security: Client files and notes are stored in locked cabinets.
  • Access Control: Only authorised individuals (the counsellor or their appointed deputy) will have access to the client data.
  • Phone security: Anonymised data may be kept on a mobile phone to allow for text and communication. This will be deleted after cessation of support.

Confidentiality

  • All personal and sensitive information shared during counselling sessions is strictly confidential.
  • Information will not be shared with third parties without the explicit consent of the client, except where required by law (for example when there is a risk of harm to the client or others).
  • The counsellor may discuss cases with a supervisor or colleague for the purpose of professional development and case management, but no identifying information will be shared unless permission is granted.

Data Retention

  • Client data will be retained for the duration of the counselling relationship and for 7 years afterwards).
  • After this period, data will be securely destroyed.

Client Rights

Under applicable data protection laws, clients have the right to:
  • Access: Request a copy of their personal data.
  • Rectification: Request that incorrect or incomplete data be corrected.
  • Erasure: Request the deletion of their data, where legally possible.
  • Portability: Request that their data be transferred to another service provider.
  • Objection: Object to the processing of their data in specific circumstances.
Clients are encouraged to contact the counsellor with any requests related to their personal data.

Data Breach Procedure

In the event of a data breach (e.g., unauthorised access, data loss), the counsellor will:
  • Assess the scope and severity of the breach.
    • Notify affected clients if their personal data is at risk.
  • Take corrective action to prevent future breaches.
  • Report the breach to the relevant authorities (ICO) if required by law.

Consent for Data Collection

Clients will be asked to provide informed consent for the collection and processing of their personal data. This consent will be obtained at the start of the counselling relationship and may be reviewed periodically.

Policy Review

This Data Protection Policy will be reviewed regularly and updated as necessary to ensure compliance with data protection laws and best practices.

Counsellors Name and Number:

Tracey Pope, Pope Counselling. 07774 716480
ICO number: ZB890541

Disclaimer

The website is provided on an "as-is" and "as available" basis. We make no representations or warranties of any kind, express or implied, as to the operation of the website or the information included on the website.

Limitation of Liability

In no event shall we be liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of the website.

Indemnification

You agree to defend, indemnify, and hold us harmless from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees arising out of your violation of these Terms of Service.

Governing Law

These Terms of Service and your use of the website are governed by and construed in accordance with the laws applicable in your jurisdiction.

Changes to Terms

We reserve the right to modify these Terms of Service at any time. Changes will be effective immediately upon posting to the website.

Accessibility

We are committed to ensuring digital accessibility for people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards.