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 the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the 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:

• Why I am able to process your information and what purpose
• What 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, and
• 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 at nina@ninaleecounselling.co.uk.

‘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.

I am registered with the Information Commissioner’s Office.

My postal address is: Marlow, SL7, Buckinghamshire, UK. My email address is: nina@ninaleecounselling.co.uk

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 consent initially. I will then retain any counselling records in case of the need to reference them in the future (the official legal basis is to defend against potential legal claims).

How I use your information

Initial contact

When you contact me with an enquiry about my counselling services I will collect information to help me satisfy your enquiry. This will include your name, email address and contact 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 one calendar month. If you would like me to delete this information sooner, just let me know.

While you are accessing counselling

Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if:

1. During monthly supervision I will speak to my supervisor, a more experienced counsellor, about my clients and how we work together. Your identity is anonymised and my supervisor is not able to identify you.

2. If, during a session, I have concerns about the risk of serious harm to yourself or other people, I would speak to you about this and let you know if I intend to contact a third party (such as your emergency contact, police or emergency services).

3. There might be an incident in which I can breach confidentiality without informing you first: I am legally required to disclose and comply with the Childrens Act (1989), the Road Traffic Act (1991) and Terrorism Act (2000).

I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely on a password protected laptop and are not shared with any third party.

I will keep written notes of each session, these are kept digitally on a password protected laptop.

For security reasons I do not retain text messages for more than one calendar month. If there is relevant information contained in a text message I will transfer this information on a Microsoft Word document which is stored securely on a password protected laptop. Likewise, any email correspondence will be deleted after one calendar month if it is not important. If necessary I will save this information securely on a password protected laptop.

After counselling has ended

Once counselling has ended your records will be kept for a period of at least 5 years from the date that the counselling relationship has ended and in the case of a minor, for a period of at least 5 years after the minor reaches majority, before they will be securely destroyed. If you want me to delete your information sooner than this, please tell me.

Your rights

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 it, 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 nina@ninaleecounselling.co.uk

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.

Online documents: digital documents such as my personal process notes, new client form and signed contract are kept digitally on my password protected laptop.

Text messages: my mobile phone is secured with a pin code. I delete text messages from clients within 1 calendar month.

Emails: emails on my laptop can only be accessed by me; my laptop is password protected. Any email correspondence will be deleted after 1 calendar month. Emails on my mobile phone can only be accessed by me; my mobile phone is secured with a pin code.

Visitors to my website

When someone visits my website, I use a third party service, Google Analytics to collect 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 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.

I use Google Analytics so that I can continually improve my service to you. You can read Google privacy notice here: https://policies.google.com/privacy

I use WordPress as the content management system for our website – find out about WordPress and data protection.

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