For the purpose of the General Data Protection Regulations (GDPR), the Data Controller is me, Jean Williams- u2mecounselling.com.
U 2 Me Counselling takes your privacy seriously and as such is 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 consultation, 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 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 6 years, after which time will be shredded.
Your contact details such as telephone numbers and email addresses may be stored electronically and backed up in the cloud or with a UK based company 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 anonymously stored in a mobile phone and deleted one month from your last session.
The Data Processors that I use to help me obtain and hold your information, including Webhealer, who is the website host, bacpac, the online recording system, have their own Privacy Policies in place in which they state their commitment to compliance with the GDPR.
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.
I have regular Supervision in accordance with the BACP's Ethical Framework. This is where I discuss client cases with a fully qualified Supervisor. This offers me the opportunity to develop my practice and will benefit client safety. All cases discussed are done so anonymously.
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.
Our online contact form
When you use the online contact form I may collect, use and store the following types of personal data:
Information relevant to your referral
Other information you choose to send to us
What I do with the information you provide via the contact form
I use this information to understand your needs and provide you with a better service, and in particular for the following reasons:
To contact you and assess your needs
Answer any questions you may have
Arrange and send confirmation of your initial consultation
In the event of my incapacitation or death, an appointed colleague or colleagues will be able to access the information held in order to inform you of such an event and as appropriate offer further sessions to you or refer you to see another counsellor / psychotherapist.
Transmission of data and information via the website is not a secure or an encrypted transmission method for sending your personal data unless otherwise indicated on the website. Your attention is therefore drawn to the fact that any information and personal data carried over the internet is not secure. Information and personal data may be intercepted, lost, corrupted or accessed by other people.
Upon receipt of your personal data, I am committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, I have in place appropriate procedures to safeguard and secure the information collected online.
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.u2mecounselling.com the information collected by Google analytics may be used by me 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 me using your anonymous personal information for continued professional development or marketing purposes, you may change your mind at any time by speaking to me in the first instance or emailing Jean 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 speak to me in the first intance.
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 speak to me as soon as possible and I will promptly correct any information found to be incorrect.
Amendments and updates