I am a data controller and data processor for my private practice, Tanya K Counselling. I’m registered with the ICO – Information Commissioner’s Office and strictly adhere to the requirements of the data protection legislation in the UK.

If you have any questions regarding this notice, please email tanyak@tanyakcounselling.co.uk

 This privacy notice outlines:

• The type of information I collect and store
• The purpose of collecting and processing your personal information
• How I store your personal information
• How I may process or share your information
• Erasing your information
• Your rights
• Data protection complaints  

Personal information I collect and store 

• Name
• Mobile number (plus permission of send SMS / leave a voicemail)
• Email address
• Date of birth
• Address

I may also collect:

• GP contact details (these are requested in case of emergency)
• Counselling history
• Medical conditions relevant to counselling and prescribed medication
• Relationships / family history
• Presenting issues
• Session notes

How I store your personal information

When you first contact me, I will collect your name, mobile number and email. This information is not stored on my website but goes directly to my Outlook email account for the purpose of contacting you.

Your name and client ID (assigned to you) will be kept in a card index box, which is securely stored and always kept locked.

Your telephone number, email and client ID will be stored in my password protected mobile phone contacts.

Your email will be stored in my password-protected Outlook account.

Documents held

• Counselling contract (paper/electronic)
  • Face-to-face clients: you will sign the contract in our first session. The contract will be scanned and securely stored on my laptop. The paper copy will be shredded as confidential waste.
  • Online clients: you can print, scan and email OR print, photograph and email the signed and dated page. This will be stored securely on my laptop.
• Assessment form (electronic) will be securely stored on my laptop.
• Card index (paper)

The purpose of collecting and processing your personal information

I collect your name, telephone number and email when you contact me so that I can get in touch with you.

Who the information may be shared with  

Supervision

I attend supervision with a qualified supervisor who overseas my client work and my practice. At times, I may discuss aspects of our sessions to monitor my work, but your personal details are always anonymised. My supervisor is also bound by confidentiality.

Therapeutic Will

A therapeutic will is a legal document that sets out how my practice should be managed in the event of my death, disability, or incapacitation.
If we are working together at that time, your name and contact details will be shared with my Therapeutic Executor so they can get in touch with you.

Emergencies

If I believe you at risk of harming yourself or others, or if a child is at risk, I may need to inform outside agencies. Wherever possible, I will discuss this with you first.  

If you disclose information about money laundering or terrorist offences, I’m legally required to pass this on to relevant authorities, with or without informing you first.

Legal Obligation

I may be required to share information with a court of law if I issued with a court order.

I keep anonymous session notes in line with professional insurance requirements. These records are retained for seven years, as required by law.

Consent

With your consent, I may pass your telephone number with another professional if I’m making a referral on your behalf.

 How long I store the information for

If you decide not to work with me after our introductory conversation, and/or if I do not hear from you within two weeks, your information and email correspondence will be deleted from my email account.

After we finish working together, I will shred the card index, delete all personal information from my devices, and erase our email correspondence within one month.
Case notes are retained for seven years after our work ends, in line with legal requirements.

Your rights

You have the right:

• To ask what information I hold about you.
• To see the information I hold about you (please send a Subject Access Request to tanyak@tanyakcounselling.co.uk and I will respond within one month).
• To correct any inaccurate or incomplete personal information.
• To withdraw consent for me to use your personal information.
• To request your personal information be erased (though I may decline if the information is required for services, court orders, or legal claims).

Data protection complaints

If you have any concerns about how I collect, store or use your personal information, please contact me in writing in the first instance so that I can investigate and try to resolve the matter.

You can contact me by email at tanyak@tanyakcounselling.co.uk

I will:

• Acknowledge your complaint within 30 days of receiving it.
• Investigate and provide a full response without undue delay.
• Keep you informed of progress.