Tours’ Safe Haven Counselling Services.
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Privacy Information Notice
To provide you with the best possible service, I must hold and process some of your personal data. This notice outlines the information I collect, why I collect it, and how I will use it.
What information do I keep, and why do I keep it?
I keep the following information to ensure I can provide you with safe and effective counselling:
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Your full name and date of birth: These are used as identifiers if we need to contact your GP or if you request a letter from me.
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Address and phone number(s): These are kept so I can make contact with you. They may also be used as identifiers if I need to contact your GP or if you request a letter.
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GP details: I keep these on file so that, in a situation where I have serious concerns about your mental health, I can contact your GP or a mental health specialist. I will always aim to inform you of this first.
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Reports from third parties: If I receive information about you from another professional or organisation, I will keep a record of it if it's relevant to your counselling.
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Session records: I will take brief, factual notes of what is discussed in our sessions.
The lawful basis I use for storing and processing your personal data is legitimate interests for administrative and clinical purposes, and the provision of health or social care for your sensitive health data. This is because I am providing you with a therapeutic service and require some information to do so safely and effectively.
When might your data be shared?
Your data is confidential and will never be shared without your consent, except in specific, limited circumstances:
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Clinical supervision: Some personal information may be shared within a confidential clinical supervision setting, which is a standard part of a therapist's professional practice. Your identity will remain anonymous during this process.
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Legal obligations: If I receive a subpoena from a court of law, I am legally required to disclose the information requested.
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Safeguarding concerns: Where you disclose information that, in my professional judgement, raises safeguarding issues—meaning you or others are at risk of serious harm. This includes disclosures related to crime against a person, terrorism, the protection of children and vulnerable adults from abuse and neglect, or where you may be at risk of suicide.
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Serious offences: If you disclose information about terrorism, drug trafficking, or money laundering, I am legally required to inform the police. It is a criminal offence for me to tell you that I 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. If I am required to release information before discussing it with you, I will inform you at the earliest opportunity, except in the case of information relating to terrorism or money laundering.
I will never share your data for any other reason than those stated above.
How is your data stored?
All of your information is recorded on paper and kept in a secure, locked filing cabinet, accessible only to me.
Your initials and contact number will be stored on my work phone, which is password-protected. All electronic communication is encrypted where possible.
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 passed, the records will be securely 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 (GDPR), you have the right to say what happens to the data I keep.
You have:
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The right to be informed: The purpose of this privacy notice is to inform you about how your data is processed.
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The right of access: You have the right to request a copy of the information I hold on you.
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The right to rectification: You have the right to ask me to amend any personal data that is factually incorrect, misleading, or incomplete.
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The right to erasure: You have the right to request the deletion or removal of your personal data under certain circumstances.
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The right to restriction of processing: You have the right to ask me to temporarily stop processing your data.
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The right to data portability: You have the right to request that I transfer the data I hold on you to another individual or organisation of your choice in a structured, commonly used, and machine-readable format.
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The right to object: As I process your data on the lawful basis of legitimate interests, you have the right to object to my processing your information.
If you would like to exercise any of your rights, 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 me first. If you are still unsatisfied, you have the right to complain to the Information Commissioner's Office (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:………………………………………………………