The Newark Psychotherapy Practice is committed to providing high quality, ethical psychological services to every one of my clients.
Registration with both the UKCP and BACP means that I work within the highest standards of the UKCP Ethical Principles and Code of Professional Conduct, and the BACP Ethical Principles of Counselling and Psychotherapy.
You will receive therapy that meets all of the ethical principles within which I practise psychotherapy.
· Who I am and the services I offer
· How and why I collect, store, use and share personal data
· Your rights in relation to your personal information
· How to contact me and the supervisory authorities in the event you have a complaint
I would ask that you read this document and if you are in agreement, that you sign it.
I offer counselling/psychotherapy/counselling supervision at the request of clients and counselling supervisees. In order to perform this activity, it is necessary to
· Maintain records in order to comply with regulatory and ethical obligations
· Maintain records in compliance with the requirements of my insurers
· Comply with the legal obligations that require me to maintain or in some circumstancesdisclose data
· Prevent and detect fraud
· Address any complaint or claim, including the need to provide instructionsto my insurers and legal representatives
I adhere to the principles that no more than the minimum amount of data will be kept in order to process it lawfully and that personal data will only be obtained for specified, explicit and legitimate purposes.
What Information I collect from you
Your contact details, including your name, telephone number, email and address.
Session summary notes
Completed Counselling Agreement
Completed GDPR Agreement
What do I use it for?
I will use this information to contact you, having asked which method is your preferred method of contact; to keep a brief record of session material; to offer transparency and clarity of the nature of our work together, through these Agreements
How long do I keep this information?
I will keep this information for the duration of time we are working together. Following this I will delete all contact details. Brief session notes will be retained for Insurance purposes for seven years
How is information stored?
Client contact details, the counseling agreement and the GDPR agreement are stored safely locked away.
Session notes are given a Client Code. Other, easily identifiable material (names/locations) are not recorded. This material is stored apart from the Client Contact Sheet.
Client telephone numbers are stored on a password protected ‘phone under the Client Code. The purpose of this is so that I can respond to a call, message or email from you or contact you, in order to confirm, change or cancel appointments
Contact requests via my website are received through my gmail account. Gmail encrypts messages using TLS (Transport Layer Security) meaning emails cannot be read by third parties whilst in transit. I will reply from my gmail account. However, I would recommend considering the level of personal information shared in an email.
Email addresses and emails will be stored in order to respond to clients who prefer to contact me this way. I use a gmail account and this is password protected.
Circumstances under which I may share personal information
My registering bodies (UKCP and BACP) require that I undertake monthly supervision of my clinical work, with another therapist who is bound by the same obligations of ethical standards of these organizations. Under these circumstances, I will only use my client’s first name, when consulting my supervisor
I have made an arrangement for another therapist to have access to client contact details, should I suddenly become incapacitated or in the event of my death
It may be necessary for me to break confidentiality for safeguarding reasons such as the risk of serious harm to self or other, acts of terrorism, drug trafficking andmoney laundering.
If I am requested by Court Order to share client notes for legal reasons
I am required to keep financial records for the purpose of tax returns for seven years
If you ask me to share information with medical professionals or your legal representative
Retention and Disposal of Information (Data Retention Schedule)
I am required by my Insurance Provider, to keep session notes for seven years, following termination of counselling. At the end of this period, any notes held will be disposed of as confidential waste.
Contact details will be deleted when the work comes to an end.
Under the General Data Protection Regulation, you have a number of important rights in relation to your personal data:
· To know how and why information is held (this document)
· To request access to such information
· To withdraw Consent to such information being used or held. This could mean it is
· no longer possible to access counseling
· To request correction of inaccurate personal data and the right to have incompletepersonal data completed
· To request the data held about you be deleted in certain circumstances. However sessionnotes may be retained for insurance purposes
· To request that we restrict how we process your personal data in certain circumstances
Please let me know if you are not satisfied with any aspect of the way I process your personal data. If I am unable to resolve your complaint to your satisfaction and you continue to have any concern about how your data is being handled, you may lodge a complaint at any time with the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or contacted via ico.org
I may change this Policy at any time.
Any changes will appear on this website