Privacy Policy

My Contact Details

Name: Claire Reynolds

Phone: 07934 479879

E-mail: [email protected]

Website: www.clairereynolds.co.uk

Policy created: 12-12-2022

The type of personal information I collect

Personal information is any information that can be used to identify a living person.

For therapeutic counselling I currently collect and process the following information:

Personal identifiers including name, date of birth, address, contact details, gender, sexuality, culture and religion.
Family details including next of kin emergency contact details, marital status, number of dependents and any relevant family issues.
Medical details including GP contact details, medical diagnosis and allergies, medication information and mental health history.
Employment or student details including current employment or student status and employed role or current course.
Clinical records for each session including significant details, therapeutic growth and details of any signposting or referrals.

For all coaching services I currently collect and process the following information:

Personal identifiers including name, date of birth, address, contact details, gender, sexuality, culture and religion.
Medical details including medical diagnoses and allergies, medication information and mental health history.
Sessions notes for each session including significant details from sessions that would aid memory for future sessions and/or enhance and support the coaching process.

How I obtain the personal information and why I store it

Most of the personal information I process is provided to me directly by you after you book your first session and are preparing to begin therapy or coaching. You provide this information via email.

I also receive personal information indirectly, from the following sources in the following scenarios:

Only relevant to counselling: Any professional service who may have referred you to me for treatment, for example the NHS Crisis Care Team, Victim Support or your GP.

I use the information that you have given me in order to:

Make contact with you when needed.
Support and enhance the therapeutic/coaching process.
Make a referral if necessary (only relevant to counselling).
Be able to signpost you effectively (only relevant to counselling).
Make contact with your GP if needed (only relevant to counselling).
Make clinical records of each session. Clinical records are useful for supporting and enhancing the therapeutic/coaching process, as well as providing evidence and accountability of the therapeutic/coaching service that has been provided.

At times I may need to share the content of clinical notes with my supervisor in order to ensure that I am providing you with the best possible care. Individual identifiers such as name, date of birth and contact information would never be shared with my supervisor.

Only relevant to counselling:

I may share this information with external mental health agencies if it became necessary to refer you for specialist care.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases I rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting me at [email protected] or on 07934 479879.

If you decided to remove your consent for me to hold your personal data during the course of your therapy or coaching, we would need to work towards bringing your sessions to an end as I would no longer be in a position to offer you the best possible care.

In cases where I have reason to believe you are at significant and immediate risk of harm to yourself or others, I would not require your consent to refer your personal data to an emergency service care provider.

(b) I have a contractual obligation.

(d) I have a legitimate interest.

How I store your personal information

Your information is securely stored.

I keep therapeutic clinical records and coaching session notes for a minimum of three years, however I aim to keep these indefinitely where at all possible.

All other personal data I keep for three years after the date of your final session.

I will then dispose of your information by deleting all hard copy files containing your personal data from my laptop and phone, deleting your contact details and any messages from my phone and shredding any hard copy documents that contain your personal data. I would also delete your email address along with any emails that I may have on my system from you.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month in which to respond to you.

Please contact me at [email protected] or on 07934 479879 if you wish to make a request.

How to complain

If you have any concerns about my use of your personal information, you can make a complaint to me at [email protected] or on 07934 479879.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how I have used your data:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: www.ico.org.uk