Data Protection Policy
The General Data Protection Regulations (GDPR) came into force on 25th May 2018. The aim of page is to explain how Therapy with Olenka (www.therapywitholenka.co.uk) complies with the requirements of the regulation.
I (Olenka Hennessey) am the nominated Data Protection Lead and have overall responsibility for data protection. I am registered with the Information Commissioner’s Office.
Confidentiality:
In line with best practice, all confidential records will be kept in a locked filing cabinet, or password protected if they are kept electronically. My website is a secure website and all communication generated from that site is protected. I will always ensure that the requirements of the General Data Protection Regulations 2018 are complied with.
What information is kept about you:
The information that I collect and keep may be both personal and sensitive information:
Emails– This could be direct from yourselves or via other websites such as Counselling Directory, Psychology Today and BACP.
Written information– This includes a client information sheet which gives contact details of yourself, your GP and your emergency contact, it is kept in a locked filing cabinet. I will also keep brief notes which summarise the topic of the counselling session and process, this will also be kept in a locked filing cabinet and will be labelled with an anonymous code.
Contract– This is the counselling contract between us, which requires a signature.
Telephone/ text contact– This is when you have called or sent a text which then indicates your phone number and whatever content you include, I save using first name only.
Password protected data spreadsheet– Includes: anonymous coded information session theme, code, date, number of sessions and accounts.
Why this information is collected and kept:
All information collected is for contact and contractual purpose. I will use your name, email address and telephone to confirm appointments when needed and send information through for example techniques or helpful websites. My PC and phone are password protected and I routinely delete email and text messages containing sensitive information once read. I will only contact your emergency contact if there is a medical emergency during the session.
The excel spreadsheet contains information regarding number of sessions and counselling hours accumulated and session theme. Only codes are used. This is seen as good professional practice by BACP, an organisation that offers guidance to counsellors in these matters.
How long I keep this information:
All personal information other than the excel spreadsheet, registration form, brief notes and your signed contract, is deleted or shredded upon completion of counselling or 3 months after our last contact.
Who do I share your information with:
I would disclose your information in relation to safeguarding or protection from harm, where I would contact your GP or the appropriate authorities. This would be discussed with you wherever possible.
I would disclose to law enforcement if you disclosed: acts/intent of terrorism, money laundering, drug trafficking.
Access to Your Personal Information:
You are entitled to access the personal information that I hold, so long as this would not be detrimental to you in any way. Please send your request to me using my email address.
Security precautions taken:
When you give me personal information, I take steps to ensure that it is treated securely. My databases are password protected and all paper records are kept in a locked filing cabinet. Non-sensitive details (your email address etc) are transmitted normally over the internet and this can never be guaranteed to be 100% secure. As a result, though I strive to protect your personal information I cannot guarantee the security of any information you transmit to me, and you do so at your own risk. I encourage you to avoid disclosing any confidential information via email.
I will not share your information for marketing purposes with companies outside of my counselling service.
Changes to this Privacy Policy:
We keep our privacy notice under regular review. This privacy notice was last updated on 23rd June 2021.
If you have any questions regarding our policy, please email: info@therapywitholenka.co.uk