Privacy Policy
My contact details: Heather Nicolson, Gardenhead, Grange, KEITH, Banffshire, AB55 6LJ
Telephone: 07790759701
Email: heathernicolson@protonmail.com
Website Address – https://www.heathernicolsoncounsellingservices.co.uk
ICO Registration Number: ZB290725
The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).
Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:
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- used fairly, lawfully and transparently
- used for specified, explicit purposes
- used in a way that is adequate, relevant and limited to only what is necessary
- accurate and, where necessary, kept up to date
- kept for no longer than is necessary
- handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage
Due to the nature of counselling work, I take very seriously my obligation to safeguard your personal information in accordance with the above principles, and in line with good practice guidance of the Governing bodies of which I am a member i.e. BACP & COSCA.
What information do I collect and why?
I collect the following personal information in order to comply with legal requirements and support our working relationship
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- Name
- Contact information
In addition, if we contract to work together, I will ask for the following personal information to protect client welfare:
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- Names and emergency contact information of your next of kin
- GP information
- Health and wellbeing information in line with individual circumstances
There is no legal requirement for counsellors to keep notes of client sessions, however, it is considered good practice to do so. I keep minimal notes to help recall significant details from our work together. You have the right to request that I do not keep any notes from our sessions, or to see any notes I have in relation to your therapy session. You have the right to withdraw consent to collecting and storing your data, however, doing so may limit the work we can undertake together.
Where do I get your information and why do I require it?
All information I hold comes directly from you, this can be at initial enquiry to Heather Nicolson Counselling Services, either in person, by telephone, email, online via social media, website or directory listings.
If you choose to work with me, I will request that you complete a client registration document, to include your personal information as noted above.
I will also request you read and sign a contract (electronically or hard copy) detailing the terms of our working agreement.
I will hold your information securely and use it lawfully in line with current General Data Protection Regulations (GDPR) and good practice guidance of the Governing bodies of which I am a member.
The lawful basis I rely on for collecting and holding your personal data is:
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- Contractual – I cannot offer my services without holding data i.e. name and contact details.
- Legal obligation – I am required to hold data for legal purposes such as safeguarding your welfare and personal tax requirements
- Legitimate interest – I hold and store personal data for the purpose of running my practice and protecting my interests.
What do I do with the information
The personal information I collect will be used solely for the purpose of providing you with a therapeutic counselling service.
I will not use your information for marketing purposes, nor will it be sold to other individuals or organisations.
Anonymised notes of our sessions may be used for the purpose of ongoing therapeutic work. I retain the right to use any such data for anonymised case studies as required by professional body membership conditions, or research purposes.
Your data protection rights
Under the Data Protection Act 2018, you have the right to find out what information the government and other organisations store about you. These include the right to:
- be informed about how your data is being used
- access personal data
- have incorrect data updated
- have data erased
- stop or restrict the processing of your data
- data portability (allowing you to get and reuse your data for different services)
- object to how your data is processed in certain circumstances
There is no charge for exercising your rights above. If you make a request I have one month to response to you. Please contact me directly at heathernicolson@protonmail.com or telephone 07709759701 if you wish to make a request.
How will I store you information
Your information will be stored securely by Heather Nicolson Counselling Services.
On initial enquiry I will store your details for a period of 6 months.
If we enter in to a therapeutic relationship and agree a contract, I will retain coded documentation for a period of 6 years after the end of counselling, this is in line with legal obligations and good practice guidance. After this period, all documentation will be destroyed securely and confidentially i.e. deletion of electronic records, and shredding or incineration of paper records. All identifiable information will be destroyed at the end of the therapy.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to me using the contact details at the top of this privacy notice.
If you remain unhappy with how I’ve used your data after raising a complaint with me, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113