Privacy Policy
Introduction
Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me.
I adhere to current data protection legislation, including:
General Data Protection Regulation (EU/2016/679) (the GDPR)
Data Protection Act 2018.
Privacy and Electronic Communications (EC Directive) Regulations 2003.
This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended, including:
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• Why I am able to process your information and what purpose I am processing it for
• Whether you have to provide it to me
• How long I store it for
• Whether there are other recipients of your personal information
• Whether I intend to transfer it to another country
• Whether I do automated decision-making or profiling
• Your data protection rights.
I am happy to chat through any questions you might have about my data protection policy and you can contact me via email samwhitetherapy@protonmail.com
‘Data controller’ is the term used to describe the person/ organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me.
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Samantha White
I am registered with the Information Commissioner’s Office
[Registration number ZA885931]
My phone number is: 07726942813
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My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data.
There are different lawful bases depending on the stage at which I am processing your data. I have explained these below:
If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information.
If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract.
The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you).
How I use your information
Initial contact.
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When you contact me with an enquiry about my counselling services I will collect information to help me satisfy your enquiry. To organise the initial call I need your name and phone number.
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During the call I will confirm your name, date of birth, address, telephone number, relevant medical information, registered GP contact details, next of kin name and phone number.
Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf.
If you decide not to proceed I will ensure all your personal data is deleted within 3 months. If you would like me to delete this information sooner, just let me know.
While you are accessing counselling.
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Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if required by law due to acts of terrorism, money laundering or drugs trafficking offences.
I would also seek to get external support should you disclose about a current risk of harm to yourself, vulnerable adults, children and animals.
I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.
I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely in a locked filing box that only I can access, with an electronic, password protected copy stored on a password and fingerprint protected iPad and iPhone. Records are not shared with any third party.
I will keep written notes of each session, these are kept separately to your personal identifying information, using a coded split file system. Notes are handwritten and stored securely in a locked filing box that only I can access.
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For security reasons I do not retain text messages for more than 1 month. If there is relevant information contained in a text message I will transcribe this either into your personal detail record sheet or written notes.
Likewise, any email correspondence will be deleted after 1 month if it is not important. If necessary I will download and password protect the information in a document if it is needed for the duration of our work together.
After counselling has ended.
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Once counselling has ended your records will be kept for 5 years from the end of our contact with each other and are then securely destroyed as per my insurance requirements.
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Your rights
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I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters.
If I do hold information about you I will:
• give you a description of it and where it came from;
• tell you why I am holding its, tell you how long I will store your data and how I made this decision;
• tell you who it could be disclosed to;
• let you have a copy of the information in an intelligible form.
You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you.
To make a request for any personal information I may hold about you, please put the request in writing addressing it to samwhitetherapy@protonmail.com.
If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures.
If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK.
For more information go to ico.org.uk/make-a-complaint.
Data security
I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure. Electronic information is password protected and stored on a password and finger-print protected iPad and iPhone. Paper records are stored in a locked file box that only I have access to. I use proton mail for email correspondence, which uses end-to-end encryption for data storage.
Visitors to my website
When someone visits my website, I use a third party service, My website host -Wix - collects standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow Wix to make, any attempt to find out the identities of those visiting my website.
I use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website.
No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me.
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