Jackie Rogers (Serenity Counselling) is registered with the Information Commissioner’s Register of Data Controllers (ICO) and as such is required to be transparent about how and why personal data is gathered, recorded, stored, how and when it is deleted.
The personal information Jackie records
During your initial consultation Jackie will ask you to read and sign a counselling contract, she will also complete forms to collect personal information including:
Name, address, date of birth, telephone numbers, email address, details of children under the age of 18, GP details, information relevant to your referral.
Aside from the generic details, this information helps to establish your perception of the situation, how it is affecting you and to discuss what you would like to achieve from sessions.
How Jackie stores your personal information
All personal information and session notes are stored in a locked filing cabinet and retained for the legal requirement of 7 years, after which time they will be shredded.
Your contact details such as telephone numbers will be stored in Jackie’s mobile phone to enable her to contact you with reference to appointments. The telephone is protected by password and only your first name will be stored. It will be deleted if she has not heard from you for 6 months..
Any emails you send will not be electronically retained and either deleted or printed and placed in your records within one month of sending. All text messages are deleted within one month of receiving.
All sessions will be conducted in confidence, the date, time, session number and brief notes will be documented.
Confidentiality, in accordance with the General Data Protection Regulation 2018 (GDPR), will be maintained and applied to all records with the exception of the following:
When you have given your permission to share information for example, statistical data
In cases where Jackie has a duty to share information regarding (but not limited to) the following:
When compelled to give evidence by a court of law
If it is considered there is a real possibility of harm to yourself or others or in such instances when information is of such a gravity that confidentiality cannot be maintained for example:
Safeguarding adults (adult protection)
Safeguarding children (child protection)
Offences involving children under the age of 18
In cases of terrorism, fraud or money laundering
Jackie will seek your permission to:
Contact you via your preferred method and will only leave a message with your consent.
Share information outside of the above exceptions.
Use anonymous details for continued professional development (case studies or training).
Publish any marketing material such as case studies or testimonials including those using a pseudonym.
Jackie’s online contact form
When you use the online contact form Jackie may collect, use and store the following types of personal data:
Information relevant to your referral
Other information you choose to send to Jackie
What Jackie will do with the information you provide via the contact form
Jackie uses this information to understand your needs and provide you with a better service, and in particular for the following reasons:
To contact you and assess your needs
Answer any questions you may have
Arrange an and send confirmation of your initial consultation
Transmission of data and information via the website is not a secure or an encrypted transmission method for sending your personal data, unless otherwise indicated on the website. Your attention is therefore drawn to the fact that, any information and personal data carried over the internet is not secure. Information and personal data may be intercepted, lost, corrupted or accessed by other people.
Upon receipt of your personal data Jackie is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, Jackie has put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information collected online.
Links to external websites
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following way:
If you have previously agreed to Jackie using your anonymous personal information for continued professional development or marketing purposes, you may change your mind at any time by emailing Jackie at firstname.lastname@example.org
Jackie will not sell, distribute or lease your personal information to third parties unless she has your permission or is required by law to do so.
You may request details of personal information which Jackie holds about you under the General Data Protection Regulation 2018 (GDPR). If you would like a copy of any stored personal information, please email Jackie at email@example.com
Jackie aims to keep all personal data up to date, if you believe that any information she is holding about you is incorrect or incomplete, please inform Jackie as soon as possible, at the above address and she will promptly correct any information found to be incorrect.
Amendments and updates