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Privacy Statement

As a counsellor, I need to hold some personal information with you in order to provide you with a service. 

 

In this document I will outline why I hold your personal data, what I do with it, how it is stored and kept secure, and how long I hold it for. You have the right to ask to see personal data that I hold about you, to ask for it to be corrected or deleted. If you have any questions about it you can email me at paulamannerscounselling@gmail.com

 

Legal Basis

 

In order to process your information, I need to have a lawful reason to do so. The main lawful reason I have to process your information is that you give me your consent by signing this form. However, at other points I will process your information because: 

 

  • It's in your or someone else’s vital interests. For example, if you give me information that you or someone else is at risk of harm. 

  • I have a legal obligation to do so. For example, if I am compelled to do so by a court or if you give me information about terrorism. 

 

The Information I Hold About You and Why

 

When you make an enquiry I will gather:

  • Your name and contact details

  • Some initial information about why you have decided to come to counselling

 

If you agree that we will start working together I will gather: 

  • Emergency contact details

  • Details of your GP

  • Basic details of any health issues, disabilities, issues with substance abuse and family history/interpersonal trauma.  

  • I will make brief notes of what we discussed in our sessions. 

 

I gather this information so that I can: 

  • Respond to your enquiries.

  • Decide alongside you if integrative counselling will be helpful.

  • Provide you with a safe and effective counselling service that is based on evidence.

  • Assess and manage any risk to you or others. 

  • Provide a supportive response if you become unwell. 

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How is My Information Held

 

I use JotForms to gather initial information about you and for you to sign a contract and privacy agreement. 

 

JotForms information is protected with advanced encryption techniques. To add additional security I: 

  • Use a strong password

  • Enabling multi-factor authentication

  • Delete information from JotForms after 1 week when it is moved to Google Drive. 

 

I use Google Suite for email and file storage. Google products are protected with advanced cloud based encryption and I will add to this by:

 

  • Using a strong password

  • Enabling multi-factor authentication

 

Where possible, I will not use any platforms that transfer data outwith the European Economic Area. However, if I ever do I will always make sure that those platforms comply with EEA standard regulations.

 

Is the Information Held About Me Confidential?

 

I follow the ethical guidelines of the BACP and Cosca, which are clear that all the information you give me must be kept strictly confidential. As required by the BACP I have regular supervision with a regulated therapist, and will discuss clients with them. There are exceptions  to this confidentiality which include: 

 

  • If a child or a vulnerable adult might be at risk of harm 

  • If there is an immediate risk to your life, or the life of someone else

  • If I need to breach confidentiality to comply with the law

 

In addition, all information is held by the executor of my clinical will, who will manage my affairs if I suddenly become unable to carry out my work. 

 

How Long Do You Keep My Information For?

 

I retain your information for as long as you are receiving counselling sessions, and for 3 years thereafter. It is necessary for me to keep your information for this period, as this is the amount of time you have to make a complaint to the British Association of Counsellors and Psychotherapists. 

 

You can withdraw your consent to me holding your personal information by emailing paulamannerscounselling@gmail.com You are free to make this decision at any point, and if you do decide this we will need to end our counselling relationship. 

 

What if I want to see My Information?

 

You can request to see any personal information that is held about you by emailing paulamannerscounselling@gmail.com and including an image of a Photo ID so that I can verify who is asking for the information. I will aim to respond to your request within 28 days. If any of the information held about you is inaccurate you can request for it to be changed or deleted. 

 

What if I want to Make a Complaint?

 

If you have concerns about how your information is being held or used, you can make a complaint to the Information Commissioner's Office. You can do this on their website www.ico.org.uk 

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