Privacy
Policy
As a BACP registered and
accredited Counsellor/Psychotherapist I am also registered with the Information
Commissioners Office (ICO) as follows:
Mrs Sarah Lyn Urwin Registration Number ZA342623 Date Registered 15/4/2018
and as such there is a
lawful basis for me to hold and process your personal details as this is
legitimate for my work, however I am required to tell you:
What
data do I keep and what do I use it for?
I
collect information about my clients, supervisees and students in a number of
different ways. I ask for contact and other referral
information when you first approach me and use this information to help me
provide a service to you, further the work we do together, and keep a record of
our communications. If you make regular
payments to me I need information to help me administer these payments,
including your name, address, email and telephone number.
When
I am working with clients and in case of an emergency during a session, I keep
an additional contact name and telephone number. I also keep the name of your GP and their
contact details, however I will only use this information where absolutely
necessary and after consultation with you.
I
make notes of our sessions together and also during my supervision sessions
(you will not be personally identified in supervision sessions). My notes are brief, hand written, made at the
end of each session and you cannot be identified by them. They include details
of what you would like to gain from therapy. These notes are a way of recording
what happens in our collaborative work together so that I can provide a safe,
ethical service.
Are
there any circumstances where my data might be shared?
It is very unlikely that I
will share your data with others, and I will definitely not sell it or use it
for unethical purposes. The only
exceptions to sharing data are:
· if I am obliged to share information by a court of
law, or to represent myself
· when I am expected, by law/my professional
association, to break confidentiality where there is a risk of serious harm to
you as a client or supervisee, or to the safety of others
· if children or vulnerable adults are involved and at
risk. In such a situation I would
contact your GP, the emergency or social services as necessary
· where I am required to comply with Safeguarding
legislation, Child and Vulnerable Adult Protection, Traffic, Money Laundering,
and Terrorism legislation
In all these situations I
would try hard to contact and discuss this with you beforehand.
How
will I store your data?
All records that I store on
my computer or mobile phone are encrypted and password protected. Your telephone number and
email address may sometimes be kept on my mobile phone but you cannot be
personally identified. All the paper records that I store will be kept securely in
a lockable filing cabinet in my office and filed under a coded system. Notes taken following sessions are hand
written, coded, with the date and session number also recorded.
How
long will I store your data, and how will I dispose of it?
I will keep your session
notes and your name for 6 years following the end of your therapy, which is in
line with guidelines from my insurance company.
Your personal information, collected on my initial referral form, will
be shredded within 6 months of our final session together and your telephone
number and email address will also be deleted within 6 months of our work
ending.
What
if you have been referred via another organisation?
If this organisation have
policies which differ from mine I will comply with their policies as well as my
own. It is possible that they may have
given me more information than I would normally collect, for example your place
of work and a reference number. I need
this information when I am sending my invoice to the organisation so they can
recognise your case. This information is
usually contained in an email and I will delete this extra data once the
organisation has reimbursed me for our work together.
Do I have a right to see the
information that you hold?
Yes you do. If you ask me for the information that I hold
about you I am legally bound to give you a copy free of charge within one month
of your request. I will make sure you are in control of your information and you can ask
me to stop using it whenever you wish.
Because I run a small business I also act as Data Protection Officer so
if you are not happy with the way I use your data please contact me on:
07792887870 or 01363 85154. My website
also has details of my Privacy Policy.
Our
Contract/Agreement and Consent
When we contract to work
together and draw up our agreement for this, you consent to me using your data
in this way when we both sign the contract. The contract explains that I will
always treat your personal details with care and respect but if you do not wish
me to use your data in the ways I have described here, it is unlikely that I
will be able to work with you.
Sending
you information
I will ensure that if you request
printed or verbal information from me, I will only send or give that which is
relevant to our work together and the services I provide. I will supply this information by post, email
or telephone, depending on your expressed preferences.