Personal information I collect on initial contact and consultations:

 

 · Name/Telephone number/Email address (whatever contact details are shared)

 

I keep this information long term so that I can keep track of enquiries, manage my waiting list and track repeat enquiries.

Any information disclosed to me by clients is done so with the understanding that it may be stored in my records until 7 years after the termination of our communication. 

 

Personal information I collect from clients

 

 · Name/DOB/Gender identity/Pronouns

 · Preferred contact number

 · Email address

 · Address (if agreed)

 · GP contact details (if agreed)

 

Other information: I keep track of the number of sessions we’ve had and I may make notes on our sessions to maintain professional standards and for professional development such as accreditation. Further information about this is available on request.

 

How I store information

 

Mobile Phone: I use a screen lock on my mobile phone and it is only accessible using a password or facial recognition. I store your

name, contact number, email address on this (and address/GP contact details if we have agreed this is necessary).

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My notes are recorded on paper, and stored in a secure location of which only I have access to. Any breach of security of my workspaces, notes, or devices would result in a full investigation, and any breach of client data would be taken up with the appropriate authorities and communicated to the individuals impacts.

 

Correspondence and records: Texts, emails and records of calls on my mobile phone are kept for the duration of our work together and deleted 7 years following the end of our work or last contact unless we discuss the possibility of continuing work together in future. If I’ve made notes on our sessions these are kept for 7 years following the end of our work together along with contracts, as per my insurance policy.

 

Documents held

 

Contract: Each client is issued with a copy at the start of our work together and a copy is held by me for reference in a secure place (either electronically on my laptop or a hard copy in a locked filing cabinet at my home). Any amended contracts are shared with you and also kept on my laptop which is password protected.

 

Session information: I keep a spreadsheet of information about the number of sessions we’ve had.

 

Other documents: At times, I am asked by clients to confirm they have attended sessions or write a letter in support of them. These are kept for the duration of our work together (stored on my laptop) and deleted 7 years following the end of our work or last contact unless we discuss the possibility of continuing work together in future.

 

How I transport information

 

All physical and digital information is safely transported with between any workspace and my home office, ensuring knowledge of their whereabouts at all time and stored overnight in a secured office.

 

How I share your information

 

Supervision: I attend monthly supervision to ensure my practice remains safe and ethical. Session details may be shared with my Supervisor. At times, I also attend peer supervision. In these instances, you are not directly identified and the people I share with are bound by the same respect for your

confidentiality.

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Other considerations: If you call me, then this will appear on your bill and your telephone provider will also have a record of calls to and from your telephone even if you delete the information from your device. Your number will also appear on my telephone bill should I need to call you. If you pay by bank transfer, your details will be held by my bank, and may be visible to HMRC or other financial bodies should they request evidence of my income. My details will also be visible on your banking records.

 

At any point in our work, you are welcome to ask for any information I hold about you and for any information that is incorrect to be rectified. If

you have concerns about how your information is held or any objections to this policy, please get in touch.

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Last updated: 21.11.2024