When potential clients make initial contact, I may take some contact information such as a telephone number or e mail to enable an appointment to be made. If an appointment does not proceed any information taken after 1 month is deleted.
For the purposes of Data Protection Act 1998 and General Data Protection Regulation 2018 Alex Archer is the Data Controller of Green Lodge Counselling at 10 Crossacre, Wembdon, Bridgwater, Somerset TA6 7RN & is registered with the Information Commissioners Office under reference ZA473343.
At the initial counselling session with clients we cover in detail confidentiality and privacy policies which are also shown below in the 'Privacy Notice.
Privacy Notice of Green Lodge Counselling.
This statement confirms how I Alex Archer of Green Lodge Counselling use and protect any information that you give to me whilst using this service.
I am committed to safeguarding and protecting your information. If I ask you for any information it will only be used according to this privacy statement.
For the purposes of Data Protection Act 1998 and General Data Protection Regulation 2018 Alex Archer is the data controller of Green Lodge Counselling at 10 Crossacre, Wembdon, Bridgwater, Somerset TA6 7RN and is registered with the Information Commissioners Office under reference ZA473343.
The lawful basis that we use for storing and processing your data is contract.
Information I collect: I store your name, telephone number and email address and other personal information that you provide to me such as GP name and address, mental health information relevant to the psychological services being provided, any medication you may be taking etc. I will also write brief notes of sessions.
How I store information: I keep brief notes recording the themes of our counselling sessions. These are stored in a locked filing cabinet and destroyed 5 years after your counselling sessions end unless agreed otherwise. Any information stored online will be kept securely on a password protected computer. Your contact and appointment details will be kept for 7 years after your counselling ends and then destroyed unless agreed otherwise. Any emails, texts, whatsapp messages or other communications will be deleted at any time but not later than one month after receipt unless they form part of your notes or are needed for income tax purposes in which case they will be kept for 7 years as above. Your telephone number will be stored on my mobile phone until your sessions end at which point it will be deleted. If I change telephones then your details will be deleted on the old phone. I store a note of your appointment in my diary which is kept for 8 years. At the end of these periods respectively I will confidentially shred all paper copies and I will delete any data stored electronically. If I die or am incapacitated then you will be informed and your notes will be confidentially shredded in three months.
How I use this information: I will use your contact details to engage in my work with you according to my contract with you including contacting you about appointments, keeping records such as appointments, running and maintaining my business. I also keep brief notes of counselling sessions in order to support me in offering you counselling. I will not use contact information or your session notes for any other purpose other than in this notice and my contract with you.
Information Sharing: the information you provide remains within the bounds of confidentiality and is not generally shared with a third party. Confidentiality and its limits are are explained in the contract. This privacy notice should be read in conjunction with the contract. In our first meeting together I also explain confidentiality and its limits.
If you have been referred to me by a third party they may have a requirement to share certain information. I will ask you to sign a consent form which will detail the type of information they will be asking for.
Your rights and Access to Information: You have the right to be informed (Hence this privacy notice). You have the right to ask to see any information that I hold about you (right of access) Unless prevented from doing so by legal reasons, I will provide this information to you within a month of your request. I am happy to look at this in a session. You also have the right to ask me to change any information that I hold that is incorrect (right of rectification) and to ask me to delete any information that I hold about you (right to erasure). I will do this except for any information I need to hold for legal purposes such as insurance and business tax purposes. You have the right to restriction of processing - under certain circumstances you have the right to ask that we do stop processing your data for a limited period of time.
Complaints: If you wish to complain about how I hold your data in any way then in the first instance please contact me Alex Archer who is the data controller of Green Lodge Counselling at 10 Crossacre, Wembdon, Bridgwater TA6 7RN. If you have any further concerns which are not addressed then you should contact Information Commissioner’s Office at https://ico.org/concerns/handling/ or 0303 123 1113.
Breaches: I will report any data breach to the Information Commissioner, to BACP and to yourself within 72 hours if it becomes apparent that any data is stolen.
Contact: If you wish to contact me with questions, concerns, complaints or request for your information then please contact Alex Archer. Contact details are specified below.