Privacy Notice - The Psychotherapeutic Counsellor - Janey Pike - BACP Accredited Member No. 388383
This Privacy Notice explains how I collect, use, store and protect your personal information in accordance with UK GDPR and the Data Protection Act 2018.
Who Am I?
I am Janey Pike, trading as The Psychotherapeutic Counsellor. I am the Data Controller responsible for the personal information you provide to me. Contact details:
Email:thepsychotherapeuticcounsellor@gmail.comWebsite:www.thepsychotherapeuticcounsellor.com
What Information Do I Collect? Depending on the nature of our work together, I may collect:
• Name
• Address
• Telephone number
• Email address
• Date of birth
• Emergency contact details
• GP details
• Information shared during counselling sessions
• Brief counselling notes
• Appointment and attendance records
• Payment and invoicing records
Some of this information is classed as Special Category Data because it relates to your health and wellbeing.
Why Do I Collect Your Information?
I collect and use your information to:
• Provide counselling services
• Maintain professional counselling records
• Arrange and manage appointments
• Communicate with you regarding therapy
• Meet legal, ethical and professional obligations
• Safeguard clients and others where necessary
My Legal Basis For Processing Your Information
Under UK GDPR, I process your personal information using the following lawful bases:
Performance of a contract – to provide the counselling services you have requested.
Legitimate interests – to manage my practice, maintain appropriate clinical records and ensure the safe and effective provision of counselling.
Legal obligation – where I am required to process or disclose information by law.
As counselling involves information relating to your health and wellbeing, I also process Special Category Data under under Article 9(2)(h) UK GDPR, which permits the processing of Special Category Data for the provision of health or social care.
How Is Your Information Stored?
I take reasonable steps to protect your personal information.
Information may be stored:
• On password-protected devices
• Within secure cloud-based systems
• In secure electronic records
• In paper format where necessary
Access is restricted to me and appropriate security measures are in place to prevent unauthorised access.
Clinical Supervision
As part of my professional registration requirements, and ethical responsibilities, I attend regular clinical supervision.
Information discussed within supervision is anonymised wherever possible. Supervisors are professionally bound by confidentiality requirements.
Who Might Information Be Shared With?
Your information will remain confidential unless:
• You give consent
• There is a serious risk of harm to yourself or others
• There are safeguarding concerns involving a child or vulnerable adult
• Disclosure is required by law
• A court orders disclosure
Where possible, I will discuss any necessary disclosure with you first.
AI-Assisted Resources
AI-assisted software may occasionally be used to help create psychoeducational resources, worksheets, reflective exercises and therapeutic materials.
No client names, identifying information, confidential records will be entered into AI systems.
Any information used for this purpose will be anonymised and generalised. All materials are reviewed and adapted by me before being shared with clients.
How Long Will Information Be Kept?
Adult client records are generally retained for seven years following the end of therapy.
Records relating to children and young people may be retained until age 25, or age 26 where appropriate.
Following the retention period, records will be securely destroyed or permanently deleted.
Financial records may be retained for longer where required by law.
Your Rights
Under UK GDPR you have the right to:
• Request access to your personal information
• Request correction of inaccurate information
• Request restriction of processing in certain circumstances
• Object to processing in certain circumstances
• Lodge a complaint with the Information Commissioner's Office (ICO)
Please note that there may be legal or professional reasons why some information cannot be altered or deleted.
Data Breaches
In the unlikely event of a data breach affecting your personal information, appropriate action will be taken in accordance with UK GDPR requirements. Where required, the ICO and affected individuals will be informed.
Concerns About Your Information
If you have concerns about how your personal information is collected, stored or used, please contact me in the first instance. I will endeavour to investigate and respond as promptly as possible. If you remain dissatisfied, you may contact the Information Commissioner's Office (ICO):www.ico.org.uk
Telephone: 0303 123 1113
Privacy Notice Review
This Privacy Notice may be updated from time to time to reflect changes in legal, regulatory or professional requirements.