PRIVACY POLICY

 

The General Data Protection Act came into force on May 25th 2018 and in compliance with this, I need to let you know the personal details I collect from you, if you are, or were to become a client, as well as how I store, hold, process and destroy them.

 

As a client, when you attend an initial consultation with me, we begin by setting a working agreement that explains my commitment to client confidentiality and data protection, as well as when confidentiality may be breached.  You will need to sign this agreement before we commence therapy.

 

I will collect personal details from you, as listed below: 

 

  • Name
  • Date of birth
  • Address
  • Contact number
  • Email address
  • Contact details for an emergency contact for use if something were to happen to you on my premises
  • Details of any relevant mental or physical health issues and medication

 

 Storage of Personal Details

 

The above personal details are stored in a locked filing cabinet, accessed only by myself.  They are stored separately from any process notes that may have been made (brief summaries of counselling sessions). 

 

Any process notes that have been made (brief summaries of counselling sessions) are also stored in a locked filing cabinet, accessed only by myself.  For the purpose of these, you are known only by your initials and the time of our session (ie:  MH Tues 5.15) so that your anonymity is preserved.   

 

I keep a calendar on my mobile phone to manage my appointments, and you will be referred to within this only by your initials. My mobile phone is biometrically locked.

 

I use a separate mobile phone for the receipt of client phone calls and text messages. I do not hold your number in my contacts under your name, but by your initial and appointment time (for example MH Tues 5.15) and my business phone is password protected.  

 

I use a password protected laptop for receipt of client emails.  This email account is separate from my personal email account. 

 

My website does not hold on to any of your personal information. 

 

Deletion of your Personal Details 

 

I will keep your personal details for 3 months after counselling has ended in case we have any outstanding administrative issues, or you choose to return.  They are then shredded.

 

Any process notes (summaries of sessions) are kept for 3 months.  They are then shredded.

 

Any text messages (sent and received) and any emails (sent and received) will be deleted as soon as the thread of the conversation has ended or one month after counselling has ended depending on the content of the thread.

 

 

Sharing of Personal Details

 

Supervision: In line with the requirements of my professional body, the British Association for Counselling and Psychotherapy, my work is regularly supervised by a qualified supervisor.  Their role is to ensure that I work ethically and professionally.  You are referred to by your first name only in supervision, and conversations between myself and my supervisor are confidential.

 

Therapeutic Will: I have appointed a Therapeutic Executor to attend to my clients in the event of my demise or incapacitation.  This Executor is a qualified therapist and is also a member of the British Association for Counselling and Psychotherapy, and therefore committed to client confidentiality.  Her name is Cathy Pritchard and she is also my supervisor.  She will contact you to let you know of my demise or incapacitation and to offer you support where appropriate.  My Executor is also responsible for the shredding of all case notes and personal details in this event.

 

Exceptions to Confidentiality: If I have reason to believe that you or someone else is at risk of serious harm, I will break confidentiality.  I would endeavour to discuss this breach with you first, so that we can come to an agreement about who needs to be informed.  However, if an agreement is not reached and I still believe that you or someone else is at risk, I will discuss the situation with my supervisor and decide how to proceed.  Where a threat of terrorism, child abuse or drug trafficking is disclosed, I am obliged by law to inform the authorities.

 

 

Your Rights

 

In accordance with GDPR, you have the following rights:

  • To be informed of the information that I store about you
  • To ask to see the information that I hold about you (please provide one month’s notice)
  • To ask that I rectify any information that you deem inaccurate, unnecessary or incomplete (if I need to keep a record to comply with legal requirements than I may decline this request)

 

If you have any questions about any aspect of this privacy policy, my contact details are:

 

email:   maxinehoskins@outlook.com or telephone:  07826 325 835