I am registered with the ICO (Information Commissioner’s Office) and as such the aim of this Privacy Policy is to inform you of how your personal information is stored, collected and shared in accordance with the requirements of the EU General Data Protection Regulations (2018).
I, Michelle, am solely responsible as the Data Controller for Lime Tree Counselling.
Information collected:
The information I collect about you includes your contact details, including name, address, telephone number, email address, GP details and if appropriate details of an emergency contact.
These details are requested for the purpose of contacting clients to deal with appointment details. In addition to this, the information is collected to enable me to contact your GP or the authorities in case of an emergency, a crime or a serious risk to yourself.
The purpose of asking for details of an emergency contact is to ensure that if an emergency should arise, I am able to let another person know.
Your medical details are collected so that I am aware of any medical conditions or medications that may affect you during a counselling session.
These details will remain confidential and it is very unlikely that I will share your personal information.
I will not sell or use your information for any unethical reason.
The only time I will have to share information about you is in the following circumstances
- Where you give consent.
- Where an order by a court of law means I am obliged to break confidence.
- Where a serious crime or intention to harm yourself or others is disclosed or where I believe there is a safeguarding issue.
I reserve the right to contact the authorities as I see appropriate.
Storage of information
The notes and records I keep are confidential and are kept in the following manner
- Any correspondence between us via email is stored on a password protected laptop and a password protected mobile phone.
- All notes are kept to a minimum. These notes are kept either on a password protected laptop or in a handwritten format. These notes are secured away in a locked filing cabinet.
- All notes are kept for a period of 7 years after counselling has ended. After this date your notes will be shredded.
- Where children and young people are concerned, I will keep the notes for 7 years past their 18th birthday and after that date all information will be shredded.
- Your contract and medical details will be shredded 4 weeks after your counselling has ended.
- Your phone number, text messages and emails will be deleted from my mobile phone and laptop 4 weeks after your counselling has ended.
Your right to access your personal data
- You have the right to ask for a copy of your personal information, free of charge, in an electronic or paper format and you can request this by writing to me. I will respond to your request within one month.
- You also have the right to ask me to amend or change any incorrect information about you.
- You have the right for information that is no longer relevant to the original purpose for which it was collected for to be erased.
- You have the right to withdraw your consent to my use of your data. You can write to me to withdraw your request. There may be a legal requirement for your data to be retained so I reserve the right to contact my insurance provider before carrying out such requests.
If you are unhappy with the way that I use your data, you can complain to the ICO at www.ico.org.uk or phone them on 0303 123 1113