Any personal data provided by you to Donald Ashburn Counselling through any means (verbal, written, in electronic form, or by your use of my website) will be held and processed in accordance with the data protection principles set out in the General Data Protection Regulations 2018 for the purposes for which you have given consent, to provide the services you have requested from us, and to meet the legitimate interests of the business.
This policy only applies to data collected by DAC, and via my own forms and website. Third party agents, and websites which are linked to mine, are not covered by this policy. If you have any queries concerning your personal information or any questions on my use of the information, please contact me using my contact form
When you request counselling with DAC, or otherwise provide your personal details to me, you will be asked to consent to my processing of your data under the terms of this policy.
What information do I collect?
· Counselling Requests– Registering with us to request access to our counselling service can be done online, on paper or in person. Our request process involves providing your name and a means of contact. I may also request information on your availability, therapeutic issues, and other details which I deem relevant to processing your request.
· Initial Assessment Appointments– At an initial appointment I may ask about your current personal circumstances. I may also ask about your background and family history, as well as the issues which are affecting you now. I require this information so that we can decide about our offer of counselling to you and to manage the service I provide to you.
· Website – We use Google Analytics to collect anonymous data relating to user behavior and ‘web traffic’ statistics. The collection and use of this data by Google Inc. is subject to their own Privacy Policies.
· Other Forms – The information you give us on our forms (including all enquiry and application forms) may include your name, postal address, email address, phone number and other messages to us.
What do I use your information for?
I use information held about you in the following ways:
· To provide clients with the professional counselling service requested from me.
· To offer suitable counselling appointments.
· To notify you about changes to your appointments and other changes to my services.
· To seek feedback from you on your experience of counselling with me.
· To improve my service to ensure that it is provided in the most effective manner for you and for me.
· To administer my service, including the arrangement of appointments and for financial control, data analysis, research, statistical and survey purposes.
· To keep in touch with those who consent to this, for the purposes of organisational, service and professional development.
· To fulfil my administrative and legal obligations.
What information do I share?
I will not share any information about you with other organisations or people, except in the following situations:
· Consent – DAC may share your information with professional carers or others whom you have requested or agreed we should contact.
· Serious harm – DAC may share your information with the relevant authorities if I have reason to believe that this may prevent serious harm being caused to you or another person.
· Compliance with law – DAC may share your information where we are required to by law or by the regulations and other rules to which we are subject.
How do I keep your information safe?
All information you provide to me is stored as securely as possible. All paper forms and correspondence are kept in a locked filing cabinet on my premises. All electronic records are stored on my own on-site computer server, all access to which requires password-protected authentication, or by reputable service providers using secure internet ‘cloud’ technology.
Unfortunately, the transmission of information via the internet is never completely secure. Although I will do my best to protect your information using industry-standard protocols and encryption, I cannot guarantee the security of your data transmitted to me via email, including forms completed on my website which are transmitted by email; any transmission is at your own risk. Once I have received your information, I will use strict procedures and security features to try to prevent unauthorised access.
Your identifiable personal information is kept separately from any session notes and other descriptive material. Client notes and other documentation are destroyed 3 years after the end of counselling and personal contact details are destroyed/deleted after 10 years of no contact or updates.
You have the right to ask me to provide a copy of the information held by me in my records. You also have the right to require me to correct any inaccuracies in your information. If you would like to do this, please contact me using my contact form.
You may withdraw your consent for me to hold and process your data at any time. However, if you do this while actively receiving counselling at DAC, your counselling would have to end. You can withdraw your consent by contacting myself.
Changes to this policy
I may edit this policy from time to time. If I make any substantial changes I will notify you by posting a prominent announcement on my Website.
Donald Ashburn Counselling - May 25th 2018.