Privacy Note

 L Parrott @ The Therapy Room Privacy Policy


Our contact details 

Name: Leanne Parrott

Phone Number: 07858304733

E-mail:leanne@the-therapy-room.uk

Date completed the privacy notice 01/05/24

The type of personal information we collect 

We currently collect and process the following information:

Name, date of birth, address, telephone number and email

Session summaries referred to as client notes.


How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:


We use the information that you have given us in order to protect you from harm or risk through safeguarding procedure.

We may share this information with emergency services, clinical supervisors as per BACP requirements.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting L Parrott directly

(b) We have a contractual obligation.

(c) We have a legal obligation.

More information about sharing data with others.

Clinical Supervision   All BACP registered counsellors are required to seek monthly consultation with another therapist qualified in this process and bound by the same obligations with regards to client confidentiality.  This is to ensure good practice and allow counsellors’ ethical standards to be monitored for the safety and well-being of clients.  In order to maintain client privacy, supervisor will only be told a client’s first name.

Emergencies   If your life or health is in immediate danger we may share your contact information with emergency services.  If we believe you have intent to cause harm to another person or organisation the law may require that an authority be informed without seeking the client’s consent (for example in relation to possible acts of terrorism).  In this case the law may require personal information to be shared without consent being given. 

Deleting Information   As required by the BACP and our insurance provider, we will keep session notes for up to seven years after the client has ended their counselling.  After this time, these will be shredded. 


How we store your personal information 

Your information is securely stored. 

Brief session notes are anonymous and a client code is therefore used to identify the client rather than their names.  Any easily identifiable material (such as other people’s names, locations etc) is also not recorded.  These are stored securely and separately from any documents that identify individual clients by name. 

Data with client identifiers such as names and addresses will be stored in paper form and are securely locked away separately from client sessions notes. Session notes will use a client code and therefore will be anonymous, these will also be stored in paper format, secured locked away separately from client data as per GDPR data. 

Email addresses and correspondence will be stored within our email account by nature of clients contacting us by this method.  This email account is password protected.

Client notes will be kept for 7 years after the clients 18th birthday.


Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances, however in the case of session notes these may be retained for insurance purposes.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to withdrawn consent - Withdraw consent to any information being used / held, although this may mean it is no longer possible to access counselling.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at leanne@the-therapy-room.uk if you wish to make a request.


How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at leanne@the-therapy-room.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House Helpline number: 0303 123 1113

Water Lane ICO website: https://www.ico.org.uk

Wilmslow

Cheshire

SK9 5AF