Rhiannon Rees Counselling is registered with the Information Commissioner’s Register of Data Controllers (ICO) and as such is required to be transparent about how and why personal data is gathered, recorded, stored, how and when it is deleted.
The personal information I record
During your initial appointment I will ask you to read and sign a counselling contract, we will also complete forms to collect personal information including:
Name, address, date of birth, telephone numbers, email address, general health, GP details, information relevant to your referral.
Aside from the generic details, this information helps to establish your perception of the situation, how it is affecting you and to discuss what you would like to achieve from your sessions.
How I store your personal information
All personal information and session notes are stored in a locked filing cabinet and retained for the legal requirement of 5 years, after which time will be shredded.
Your contact details such as telephone numbers and email addresses may be stored electronically and deleted one month from your last session.
Any emails you send will not be electronically retained and either deleted or printed and placed in your records within one month of sending.
All text messages are deleted within one month of sending.
Your telephone number may be stored in a mobile phone and deleted one month from your last session.
All sessions will be conducted in confidence, the date, time, session number and brief notes will be documented.
Confidentiality, in accordance with the General Data Protection Regulation 2018 (GDPR), will be maintained and applied to all records with the exception of the following:
- When you have given your permission to share information for example, statistical data
In cases where I have a duty to share information regarding (but not limited to) the following:
- When compelled to give evidence by a court of law
If it is considered there is a real possibility of harm to yourself or others or in such instances when information is of such a gravity that confidentiality cannot be maintained for example:
- Safeguarding adults (adult protection)
- Safeguarding children (child protection)
- Offences involving children under the age of 18
- In cases of terrorism, fraud or money laundering
I will seek your permission to:
Contact you via your preferred method and will only leave a message with your consent.
Share information outside of the above exceptions.
Use anonymous details for continued professional development (case studies or training).
Publish any marketing material such as case studies or testimonials including those using a pseudonym.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
I may use traffic log cookies to identify which pages are being used. This helps analyse data via Google Analytics about web page traffic and improve the website in order to tailor it to customer needs.
Overall, cookies help me provide you with a better website, by enabling me to monitor which pages you find useful and which you do not. A cookie in no way gives me access to your computer or any information about you, other than the data you choose to share with me.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Each time you visit a website Google analytics automatically tracks information such as (but not limited to) your geographical location, IP address, browser type, browser version, operating system, referral source, page views, length of visit, the times and dates you visit the site, navigation paths, whether you are a new visitor or a returning visitor.
When you visit www.rhiannonreescounselling.com the information collected by Google analytics may be used to customise the website according to your interests and help improve products and services.
Links to external websites
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following way:
If you have previously agreed to your personal information being used your for continued professional development or marketing purposes, you may change your mind at any time by emailing Rhiannon at firstname.lastname@example.org
I will not sell, distribute or lease your personal information to third parties unless I have your permission or is required by law to do so.
You may request details of personal information which I hold about you under the General Data Protection Regulation 2018 (GDPR). If you would like a copy of any stored personal information, please write to Rhiannon at email@example.com
I aim to keep all personal data up to date, if you believe that any information I am holding about you is incorrect or incomplete, please write to me as soon as possible and I will promptly correct any information found to be incorrect.
Amendments and updates