Privacy Notice
The counselling service 'transpire4lifecounselling.com'takes client confidentiality very seriously. This Privacy Policy details what client information is held, how it is stored and the limits to confidentiality. 'Transpire4lifecounselling.com' is hosted on the 'Wix.com' platform. 'Wix.com' provides 'transpire4lifecounselling.com' with the online platform that allows for the advertisement of this counselling service and for potential client first contact via the email system. Your data may be stored through Wix.com's data storage, databases and the general wix.com applications. They store your data on secure servers behind a firewall. This website uses essential/basic function cookies to maximise the safety and functionality of site visitors experience.
Personal information I will collect.
-
Name
-
Gender(or preferred identity)
-
Age
-
Date of birth
-
Relationships & progeny
-
occupation
-
Address
-
Telephone/SMS number (plus permission to send SMS &leave voice message)
-
Email address
-
Counselling history
-
medical conditions relevant to counselling
-
Difficulties
-
session summary.
How I will store client personal information.
Storage Methods
Paper: written session notes will have no client name on them to keep anonymity. The notes will be stored in a locked cabinet and kept for 7 years and then shredded. This is (for example) in case they are required by the client or in case the client returns to therapy and I need to refresh my memory. These session notes will have an anonymous code on them- the key to the code ( which is the clients full name and their counselling start date) will be kept in a separate locked cabinet.
'Zoom' screen share facility: In the session - session notes may take the form of electronic diagrams and drawings. Summary notes that the client may wish to keep for their reference. There will be no name on the 'screen share' work but it could contain personal and sensitive information. Once in the client's care the 'screen share work' is the client's responsibility to keep secure. I keep the 'screen share work' on a secure encrypted memory stick ( which is locked away when not in use) with the client's anonymous code as the file name and delete this electronic work on the memory stick when the clients counselling sessions end. No 'screen share work' will be left on the zoom application at the end of the client's session.
Smartphone: I use a mobile phone dedicated for client use only. I store client contact information in a plain text note app that backs up onto my private Google drive. This allows me to contact clients in case of emergencies but keeps from revealing this information to other applications (i.e. not using a contacts app). One week after the last counselling session I delete client contact information on the smartphone and Google drive (unless a client requests otherwise).
Email/SMS: Client's email address and correspondence will be stored in my email account (currently outlook) by nature of clients contacting me. Client's telephone number may be stored in my SMS should we exchange messages this way. Electronic correspondence will also be held by the corresponding app (outlook and phone's SMS).
Website: The website emailing system is used for initial contact with potential clients. When a potential client contacts me via the website I respond through my private 'Outlook email' (from my security protected private computer). The initial contact on the website emailing system will then be deleted (emails are usually deleted within one week). To protect the website 'scam' emails may be processed via website security.
Documents Held.
Paper:-
-
Contact sheet
-
Counselling Contract/Privacy Policy.
-
Assessment Record
-
Brief anonymous session notes.
-
Client key to code (stored separately linking documents)
Electronic:-
-
Contact name and telephone number.
-
Email/SMS
How I may process /share client personal information.
Consultation.
I seek a monthly consultation with another therapist qualified in this process. The consultation is for the supervision of my practice. To protect client privacy my consultant will not know any clients personally or professionally . I will refer to clients by their first name only (or by code name if the client's first name is identifiable) and I may refer to client information when it is helpful to my professional process.
Therapeutic Will.
Client's name and contact details will be shared with my Therapeutic Executor who is another therapist qualified in this process . This is so that in the event of my death or incapacity clients can be contacted if they are still in therapy with me.
Emergencies
If a client's health is in jeopardy (provided I have their consent) I may share contact information with an emergency health care service (e.g. Mental Health Crisis Team.)
If I become aware of a client's intent to cause harm to another person/ organisation or their property, the law may require that I share client personal information without the client's knowledge (known as whistle blowing).
Erasing your information
When client sessions have finished, I will erase electronic copies of their information and correspondence within one week.
I will hold onto client written information for up to seven years past our working together. After this time has passed I will shred the written information.
Your rights.
-
Right to be informed: To be informed what information I hold (i.e. this document)
-
Right of access: To see the information I hold about you (free of charge for the initial request)
-
Right of rectification: To rectify any inaccurate or incomplete information.
-
Right to be forgotten: To request you personal information be erased. (though I can decline whilst the information is needed for me to practice lawfully & Competently).
-
Right to restrict processing: To restrict the ways in which your personal data is processed (though I can decline whilst the information is needed for me to practice lawfully & Competently).
-
Right to data portability: To use your session notes across different services (though I can decline whilst the information is needed for me to practice lawfully & Competently).
-
The right to object: The right to withdraw consent in this Privacy Notice (though I can decline whilst the information is needed for me to practice lawfully & Competently).
-
Rights related to automated decision -making including profiling.
An electronic copy of this policy will be emailed to you when you contact me regarding counselling sessions. If we agree to continue working together, I will ask for your electronic signature to show you are agreeable with the content of this privacy notice. I will print off the signed electronic copy (to store in paper form only in a locked cabinet- see 'storage methods' 'paper') then delete the electronic copy.
'Transpire4lifecounselling.com' reserves the right to modify this 'Privacy Notice' at any time, so please review it frequently. If you do not want us to process your data anymore please contact us at counsellingdata6@gmail.com