OAK GRANGE PRIVACY NOTICE
This privacy notice gives you information on how I collect and process personal data about my clients. It is important that you read this privacy notice so that you are fully aware of how and why I am using your personal data. This notice is reviewed periodically and was last reviewed in May 2018.
Management of your personal data
I am a data controller within the meaning of the General Data Protection Regulations (GDPR) and Data Protection Act 2018. Any questions you have about your personal data should be sent to me at firstname.lastname@example.org.
What personal data do I collect and process?
The term “personal data” means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). Sensitive personal data is a term used in data protection legislation to describe data about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, details of criminal convictions, political opinions, trade union membership, information about health and well-being.
Due to the nature of therapy, you will often give me personal and sensitive information relating to your relationships and your family. I will take brief notes after each session, mainly about the key themes discussed. These notes may also reference sensitive personal data such as information on health and sexual relationships which is relevant to your therapy.
Aside from my notes, the only other personal data I hold are your contact details and often those of your GP. This is because in some circumstances it may be helpful to contact your GP to arrange better coordinated care. I would usually discuss this with you beforehand.
Why do I collect and use your personal data?
Data protection laws only allow me to process personal data and special categories of personal data where I have lawful grounds to do so. The lawful grounds I will rely on will most commonly be where processing your data is necessary:
(a) to perform the contract that I am about to enter into, or have entered into, with you; or
(b) for my legitimate interests as your counsellor to enable me to provide a service to you; or
(c) Where I need to comply with a legal or regulatory obligation.
Where I need to process special categories of personal data it will be on the grounds that it is necessary:
(d) for the purposes of the provision of health or safety care or treatment.
If at any time I would like to use your personal data in a way which means that I need your consent then I will explain to you what I want to do and ask you for consent.
Sharing personal data
I am required by my professional body to undertake supervision with an experienced counsellor. All counsellors are required to undertake supervision. As part of this process, whilst I may discuss your case generally, I never reveal your identity.
In the event that I am incapacitated or die, your personal data will be passed to my executor who will contact you to discuss what you wish to happen about your on-going counselling and what will happen with your personal data.
Data security and confidentiality
Your personal data is kept securely and confidentially and is password protected. I have also put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, I limit access to your personal data to myself only. I have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
I will only retain your personal data for as long as necessary. The retention period for your personal data is the period of our contract plus seven years from the point our contract ends.
Your legal rights
According to current data protection laws you have the right to:
▪ Request access to your personal data
▪ Request correction of the personal data
▪ Request erasure of your personal data
▪ Request restriction of processing of your personal data.
▪ Request the transfer of your personal data to you or to a third party.
▪ With draw your consent at any time where I am relying on consent to process your personal data. Further details about your rights can be obtained from the ICO website at https://ico.org.uk
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues: https://ico.org.uk/global/contact-us/email/