Your privacy and what we do with your data

(aka our privacy statement - we've kept it short, we promise)

From 25th May 2018 European legislation (GDPR - General Data Protection Regulations) brought in revisions to privacy policies for the protection of an individual’s data.  This is a positive and welcome change to keep our data safe and to ensure that active consent is obtained with regards to how we may contact you.

Our privacy policy statement below tells you what personal information we hold about you, what we do with it, and your rights.

What data/information do we hold about you?

This is the information we ask you for and about during your initial assessment session:

  • Contact details

  • History and related information

  • Medication

  • Brief session notes that we use to keep track of our journey together and to help identify patterns to bring to your attention.

 

For those taking part in the Rewind Trauma Therapy a brief summary of your scores will be maintained as record of the efficacy of the technique.  This data will not be identifiable to you. 

What do we do with this information?

We keep these records in order to work professionally, fulfil our roles as counselling practitioners, and to offer you the best therapy we can.

Your information is only used for the purpose of informing therapy and any associated referrals.  Data about you is not shared amongst the professionals at Hive Counselling, unless you transfer from one practitioner to another.

Your information is treated with the utmost confidentiality and it will never be disclosed to any third party without explaining why this may be necessary and getting your consent, except where required to do so by law or where we feel you are at serious risk of harming yourself, harming others or at serious risk of harm from others.  Your safety will be our prime objective in these cases.

Your information will not be taken outside of the EU.

How long do we keep your information?

We’re required to keep your information for a minimum period of 7 years following the last occasion on which therapy is undertaken.  If you are under 18 then records will be kept for a period of 7 years from when you turn 18. When the 7 years is up any electronic records about you will be deleted and any paper records will be destroyed in a confidential manner (shredding or burning).

Contact information

We will contact you as appropriate, for example; with appointment reminders, with requested information, in response to your contact via the contact form on our website, social media, or other electronic or other means.

We may contact you to ask how you are if you have not attended a session and have not made any contact to ensure you are safe and/or if you wish to continue therapy. 

Your rights

We might not be able to provide therapy if you don’t agree to records and information being kept about you.

Under the GDPR you can ask for your records to be erased but we may have to keep basic information to fulfil our professional requirements.

We may need to move your records or contact information around (electronically, between computers and other devices, or physically move paper records) as long as precautions are in place to protect your information from being seen by anyone without your permission.

The GDPR gives you the following rights
  • The right to be informed – this is how your information is stored and used (as set out here in this privacy policy).

  • The right of access – you can see the records held about you.

  • The right to rectification – you can tell us to make changes to your record if it is incorrect or incomplete.

  • The right to erasure/the right to be forgotten – you can ask for your records to be erased but please be aware that we may have to maintain basic information to fulfill our professional and legal requirements.

  • The right to restrict processing – you can request limits on how we use the information held about you.

  • The right to data portability – under some circumstances you can request your data to be copied and used in another system, this only applies when processing is carried out by automated means.

  • The right to object – you can request that some of your information is not used or that it’s used only for certain purposes.

  • The right not to be subject to automated decision making including profiling - this is not something that we do.

Details of your rights can be found on the website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you have any queries or concerns about how your information is held or used please contact us detailing your concerns.

If you are dissatisfied with our response you can contact the Information Commissioners Office or find more information on their website ico.org.uk

Name and contact details for ‘the controller’ and 'the processor' of the information (that’s us)

Kate Hall, Tamar Challis and Jodi Smith

Please see the ‘contact us’ section of the website if you wish to contact us about any of this.

Clinical Wills

In the event of the unexpected death or sudden illness of your therapist, where your therapist would be unable to contact you, one of the other data controllers (as listed above) will have been appointed as Therapeutic Executor and will take care of contacting you. They are also a qualified therapist and adhere to the same ethical framework and confidentiality rules as your therapist. They will only access your contact details in an emergency, and discuss with you appropriate onward arrangements.