Tours’ Safe Haven Counselling Services. 

                                             Privacy Information Notice 

To provide you with the best possible service, it is necessary for me to hold and process some personal data. This notice outlines what information I keep, why I keep it and what I will do with it. 

What information do I keep, and why do I keep it? 

• Your full name and date of birth – these are used as an identifier if we need to speak to your GP or if you request a letter. 

• Address and phone number(s) – these are kept so we can make contact with you. They may also be used as an identifier if we need to speak to your GP or if you request a letter. 

• GP details – where I have concerns about your mental health, I may need to speak to your GP or mental health specialist; I will inform you of this first. 

• Reports from third parties – if I receive information about you from another professional or organisation, I may keep a record of the information if it is relevant to your counselling. 

• Session records – I will make brief notes of what has been discussed in our session. 

The lawful basis that I use for storing and processing your personal data contracts. This is because I am providing you with a service, and I require some information to be able to provide you with that service. 

When may your data be shared? 

There are occasions when I may share your information with other professionals. These are: 

• Some personal information may be shared within clinical supervision. 

• If I receive a subpoena from a court of law. 

• Where you disclose information that, in my judgement, raises “safeguarding issues, this means that you or others are at risk of serious harm and includes crime against the person, terrorism, protection of children and vulnerable adults at risk of abuse and neglect, or where you may be at risk of suicide. 

• If you disclose anything to do with terrorism, drug trafficking or money laundering, I am legally required to inform the police, and it is a criminal offence for us to inform you that we have done so. 

If I do share information about you, I will always aim to discuss it with you first, unless the situation requires an immediate response. For example, suppose I am required to release information before discussing it with you. In that case, I will inform you at the opportunity, except in the case of information relating to terrorism or money laundering.  

I will never share your data for any other reason than the reasons stated. 

How your data is stored. 

• Apart from the exceptions below, all of your information is recorded on paper, kept in a secure filing cabinet, and is only accessible to me. 

• Your initials and contact number will be kept on my work phone, which is password secure. 

 

How long is your data stored, and how is it disposed of? 

All of your paper records are stored for three years from the date of your last session. Once three years have elapsed, the records will be shredded. 

Your phone number will be deleted from my phone within seven days of your final session. 

 

What are your rights? 

Under the General Data Protection Regulation, you have the right to say what happens to the data I keep. 

You have: 

• The right to be informed – which is the purpose of this privacy information notice. 

• The right of access – you have the right to see the informatio9n that I hold. 

• The right to rectification – you have the right to request the I amend any personal data which is factually incorrect, misleading or incomplete. 

• The right of erasure – under certain circumstances, you have the right to request that I do not process your data for a limited period of time. 

• The right to data portability – under certain circumstances, you have the right to request that I transfer the data that I hold on you to another individual or organisation of your choice. 

• The right object -  because the lawful basis that I use to process your data is contract, you do not have the right to object to us processing your information. 

If you would like to exercise any of your rights at any time, you can make the request verbally or in writing. I will respond to your request within 30 days. 

If you believe I have processed your information incorrectly or without your permission, you have the right to complain to the ICO. Details of how to do this can be found at www.ico.org.uk 

 

Do you agree to me storing and processing your data? Circle Yes or No 

Name:…………………………………………………….. 

Signed:…………………………………………………… 

Date:………………………………………………………