Privacy Policy

This Privacy Notice explains what you can expect me to do with your personal information when you use my counselling services. It is designed to be read alongside my Client Working Agreement, which will be given to you prior to our starting Counselling.

Who I am

I am Louise Shepherd, a qualified Counsellor and Member of the British Association for Counselling and Psychotherapy (BACP). I provide counselling in person and online. For data protection purposes, Louise Shepherd Counselling is responsible for the personal information described in this notice.

What information I collect

Depending on your circumstances and the support you need, I may collect and use:

·      Your name and contact details.

·      GP details.

·      Information you provide about your personal circumstances, experiences, feelings and wellbeing as part of counselling.

·      Relevant health and wellbeing information where this is necessary for safe and appropriate practice.

·      Emergency contact details.

·      Safeguarding information where relevant.

·      Appointment, attendance, payment and cancellation information.

·      Information contained in emails, texts or other communications relating to your counselling.

·      Brief counselling notes and records relating to our work together.

Health information is classed as special category information and is subject to additional protection because of its sensitive nature. I aim to collect only information that is relevant and necessary for providing a safe and appropriate counselling service.

Why I use your information

I use your information to:

·      Provide and manage your counselling sessions.

·      Protect your welfare and respond appropriately if I become concerned about your safety or the safety of someone else.

·      Maintain appropriate professional and safeguarding records.

·      Contact you about appointments and practical matters.

·      Manage payments and business administration.

·      Meet my professional, legal and insurance responsibilities.

·      Respond to queries, complaints or legal claims where necessary.

Lawful bases for using your information

Under UK data protection law, I must have a lawful basis for collecting and using your personal information. The basis I rely on will depend on why the information is being used. These may include:

·      Contract: where the information is necessary for me to enter into or carry out our counselling agreement, including arranging sessions and managing payments.

·      Legal obligation: where I need to use or retain information to comply with the law.

·      Vital interests: where using or sharing information is necessary because someone's physical or mental health, safety or wellbeing is at urgent or serious risk.

·      Consent: where I specifically ask your permission for an optional use or sharing of your information. Where I rely on consent, you can withdraw it at any time.

Where I get your information from

I normally obtain your personal information directly from you. In limited circumstances, I may receive relevant information from another person or service where you have agreed to this or where there is another lawful reason for it to be shared.

Confidentiality

Information you share in counselling is treated as confidential. There are some circumstances where I may need to share relevant information, including where there is a serious risk of harm, a safeguarding concern, or where disclosure is required by law. Wherever possible and appropriate, I will discuss this with you first and will only share information that is relevant and necessary.

Supervision

I attend regular professional supervision as part of safe and ethical counselling practice. When discussing my work in supervision, I take care to protect your privacy and do not normally identify you by name or provide information that would unnecessarily identify you.

How I store and protect your information

I take reasonable steps to keep your personal information secure, including password-protected and encrypted digital storage and secure physical storage where applicable. Access to client information is limited to what is necessary for the running of my practice and the safe provision of counselling.

How long I keep your information

I retain counselling records for 7 years from the end of our counselling relationship. After this period, records will be securely deleted or destroyed. Information may be retained for longer where there is a specific legal, safeguarding, insurance or complaints-related reason to do so.

Who I may share information with

I do not routinely share your personal information with third parties. Where it is necessary and appropriate, information may be shared with:

·      My professional supervisor, in a way that protects your identity wherever possible.

·      Professional or legal advisers where advice is necessary in relation to my practice, a complaint or a legal claim.

·      Emergency services where there is an urgent or serious risk to someone's safety or wellbeing.

·      Your GP or another relevant professional where this is necessary and appropriate, normally with your knowledge or consent unless there is a compelling reason not to do so.

·      Organisations or authorities where I am legally required to share information.

Your data protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

·      Ask for a copy of the personal information I hold about you.

·      Ask me to correct information you believe is inaccurate or incomplete.

·      Ask me to delete your personal information in certain circumstances.

·      Ask me to restrict how I use your personal information in certain circumstances.

·      Object to the use of your personal information in certain circumstances.

·      Ask for information you have provided to be transferred to you or another organisation where the right to data portability applies.

·      Withdraw your consent at any time where consent is the lawful basis for a particular use of your information.

Not all rights apply in every situation, and there may be legal or professional reasons why I need to retain certain information. If you make a data protection rights request, I will respond within one month.

How to raise a concern

If you have any questions or concerns about how I collect, use or store your personal information, or you would like to exercise one of your data protection rights, please contact me in the first instance using the details below.

If you remain unhappy with how your personal information has been handled, you also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office
Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint

Contact

Louise Shepherd Counselling
Email: hello@louiseshepherdcounselling.com
Telephone: 07858 944273
Website: www.louiseshepherdcounselling.co.uk As a registered Counsellor and sole trader, I am committed to protecting your privacy and keeping your personal information safe, secure, and confidential.