​‘Soul Asylum’ Counselling & Psychotherapy is a confidential service where client data is treated with stringent confidentiality and care and in accordance with the Data Protection Act (2018) (the UK's implementation of the General Data Protection Regulation (GDPR). 

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I am registered with the ICO (Information Commissioners Office), which means I need to inform you of what data I collect from you and what I intend to do with it.

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I am a member of The British Association for Counselling and Psychotherapy and adhere to the BACP ethical framework for good practice.  

 

Personal information:

Relevant and necessary information is collected and held for the purposes of contacting you. 

• Specific personal information held will be name, telephone number, and e-mail address. Optional info held will be emergency contact name and number, and medical conditions and medication. I will check whether messages can be left on your phone and act accordingly.  I will usually contact you via established methods but if I cannot reach you I may try alternative ones you have provided

 

What information is stored and how:

Electronically, (on a password protected computer)

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• Signed Client agreement and contract.

 

Paper copy, (in a locked filing cabinet)

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• Session dates and times.

• Supervision dated and times – client data anonymised

• Brief factual session notes  identifiable by client code only.  Information which would make you easy to identify (e.g. full names) is not recorded.

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Business Smartphone:

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• Client phone numbers, text messages and phone calls are stored with their corresponding client code in a password protected phone used only by Soul Asylum Counselling & Psychotherapy. ​

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Email: 

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• Client email address and email correspondence are stored within a password protected email account.

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Social media:

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• I, Sarah-Jane Hart, am not on any social media platform, and do not use any social media platform to search for client details.
   

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You have a right to see, have amended or destroyed any data I may keep about you at any point and up to one year after we complete our work together.  I will respond to any such request within 14 days.   

All data will be held for 5 years after we have completed our work together, in accordance with requirements of my insurance provider, Holistic Insurance Services, whereupon it will be destroyed confidentially.

 

Will I share your data and if I do who will I share it with and for what purpose?

 

Supervision:

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• All counsellors adhering to the BACP ethical framework  are required to attend regular supervision with another therapist who is qualified for this role and who is required to adhere to the same procedures regarding confidentiality.  This process is to ensure therapists’ ethical standards are in line with best practice for the well-being and safety of clients. Information shared will be client first name and relevant information from session notes.

 

Medical practitioners / emergency services:

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• If it is believed you are in immediate danger to yourself, I will encourage you to contact the relevant emergency services, but will only do so on your behalf if you request this. 

• If anyone you tell me about is at risk of harm I may have to pass this information on to relevant authorities, including the police. I will always try to let you know my intention to do this.

• In certain cases such as suspected terrorism or money laundering, personal information may be shared without consent.

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Court requests:

• I may have to share your notes if they are subpoenaed by court

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It is very unlikely I will share your data beyond the avenues mentioned above. I will not sell it on or use it for unethical reasons.

 

I have also appointed a Clinical Executor. In the unfortunate event I become unable to work with you they will have access to your name and contact details so they can get in touch with you.

 

 

Your Rights:

You have the following rights:

• Information on how your data is held (i.e. this document).

• Request at any time sight of all data held about you (free of charge for the initial request).

• To rectify any inaccurate or incomplete personal information.

• To withdraw consent to me using your personal information.

• To request your data is removed or destroyed, although this may mean you are unable to access therapeutic services and I can decline whilst the information is needed for my competent practice.  Your full name, dates of sessions and session notes will however have to be retained for 5 years after we complete our work together.

 

If you are not happy with the way I use your data you can complain to ICO at www.ico.org.uk

or phone them on 0303 123 1113.