​When you choose to get in touch with me, you're placing your trust in me before we've even met.

That includes trusting me with your personal information.

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Looking after your privacy is an important part of my professional practice. I only collect the information I need to support our work together. I keep it securely and only share it where I have your permission or where I am legally or ethically required to do so.

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If you have any questions about how I use or protect your information, you're always welcome to ask.

 

When you first get in touch

The information I receive depends on the service you've used. Initially, this is usually limited to basic contact information, such as your name, telephone number and email address.

 

During our work together

As our work develops, I'll collect some additional information that's needed to support safe and ethical practice.

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For example, I'll ask for your GP details and an emergency contact, and we may discuss other practical information that's relevant to our work together.

 

Most of the information I hold comes from our conversations. I keep brief professional notes to support continuity of care, maintain safe practice and meet my ethical responsibilities as a counsellor. These notes are not intended to be a verbatim record of our conversations. Rather, they are brief, relevant and focused on supporting your therapeutic process and maintaining an accurate record of our work.

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How I use your information

I process your personal information because it is necessary for me to provide counselling or clinical supervision (known in UK GDPR as performance of a contract) and because I have legal and ethical obligations connected with professional practice. Where I process special category information relating to health, I do so in accordance with UK GDPR provisions relating to the delivery of health and social care and professional confidentiality.

This includes:

• responding to your enquiry

• arranging and managing appointments

• providing counselling or clinical supervision

• meeting my ethical and professional responsibilities, including confidential clinical supervision

• responding appropriately if there is a safeguarding concern.

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How I keep your information safe

I store information securely using a combination of password-protected electronic systems and secure physical storage where appropriate. 

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Your rights

Under UK GDPR, you have rights in relation to the personal information I hold about you. For example, you may wish to request access to your records, ask me to correct inaccurate information or, where appropriate, request that information is deleted. You also have the right to object to some types of processing.​

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When information may need to be shared

Everything we discuss remains confidential unless:

• you ask me to share information and give your consent;

• there is a legal requirement for me to disclose information;

• there is a significant safeguarding concern;

• I need to contact the emergency services because of an immediate risk;

• my records are requested by a court.

Like many practitioners, I also have a Professional Will in place. This means that, in exceptional circumstances such as my death or serious incapacity, another qualified counsellor would be able to access the minimum information necessary to manage the safe closure of my practice. They are bound by the same ethical and confidentiality standards as I am.

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What I won't do

I will never sell your information or use it for marketing purposes without your permission.

 

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How long I keep records

As part of my professional responsibilities, I retain counselling records for seven years after our work together ends.

At the end of this period, any remaining records are securely destroyed.

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ICO Registration: A8267721

If you're unhappy with the way I've handled your information, I hope you'll speak to me first. You also have the right to complain to the Information Commissioner's Office (ICO).

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Questions?

If anything in this statement is unclear, or if you'd like to know more about how I look after your information, please feel free to ask. You can contact me through samantha.crapnell@number11counselling.co.uk, 07494782825.