General Data Protection Information

This statement sets out how I use and protect the information you provide when using my services. I intend to ensure any data you provide is kept secure, managed respectfully and only used for the purposes for which it has been provided.  This statement will be updated periodically in line with current legislation.  When you contact me via telephone or email, I will collect your name and address details, your email address, your telephone number and any information you choose to supply regarding the purpose of your enquiry.  After this discussion, if you subsequently decide to use the services I provide, you will be sent a copy of this statement along with a “Coaching Agreement” Form.  These documents must be signed and returned before we start to work together.

For Your Information

Data Protection law requires that I provide you with the following information. Prior to starting the coaching process, I need your written consent to hold your personal data. Please read through this document and if you agree, sign and date in the space provided.

 

Personal Data I Might Hold

• Your phone number, email address, postal address, next of kin and GP/ consultants’ details.
• Emails and email attachments, SMS/WhatsApp/Messenger messages we have exchanged.
• Basic Intake Form/Consent forms/referral letters/questionnaires/outcome measures and any other forms which you have completed at the beginning or during our work together.
• Brief session notes.
• Notes, artwork, and photographs you may have supplied to me as part of the coaching process.

Storage of Personal Data

• Basic Intake Form, emails, consent forms, brief session notes and outcome measures and any digital data are stored electronically on a hard drive with encryption that is password protected.
• Your phone number may be stored on my mobile phone under your initials or no name reference, as are any SMS/WhatsApp/Messenger etc messages and records of phone calls. My phone is code locked.
• Any audio/video files will be stored as soon as possible on a secure password-protected encrypted device
• Any photos of your creative work you supply will be stored securely or if they are stored on my phone this is code-locked and kept secure.
• Appointments booked onto my calendar/diary or other digital date recording application. I will only use initials or a reference number as a form of identification.

Reasons I Hold Your Personal Data

Email, phone, text, address, SMS/WhatsApp/Messenger etc data is held for communication purposes. I take notes during each session to help in our work together. I also hold data for the purposes of supervision/mentoring which is a professional requirement for me as a practitioner of the interventions that I use. It is a requirement of my insurance provider.

Length of Data Retention

Due to the requirements set by my insurance provider, I keep adult client records for 8 years after the conclusion of the last session. For children, the period is 8 years after becoming an adult. After the relevant time, all electronic records will be permanently deleted, and any hard (paper) copies shredded and disposed of securely.

Right of Access to Personal Data

 

You have the right to access the personal data that I hold on you. If you want access, you have to request it in writing. You will need to provide proof of identity. The information is provided free of charge, unless it has previously been provided, in which case there will be a £10 nominal administration fee. The information will be supplied within 30 days of me becoming aware of your request.

Confidentiality

 

Client information is confidential. There are however limits to confidentiality which result in my sharing information with third parties.

I am required to operate within the law and as such am obliged to share information when ordered to do so by a court of law. Legally I must also share information that regards the safety of children or vulnerable adults.

I can also share information with other health professionals for the purpose of ensuring your needs are addressed in the best way possible, if written consent is given.

A requirement of the professional code of practice under which I operate requires that I share aspects of my work (anonymously i.e. no name or recognisable details are shared) with peers / supervisors. Supervisors also operate under the same code of confidentiality under which I operate. This is standard practice within the field of the services I offer. The purpose of this is to improve the service offered by practitioners giving access to second opinions and advice.

Anonymised information may also be used to statistically evaluate the techniques and interventions I offer with the objective of continually improving the service.

Updates to this Document

 

Periodically the information contained within this document may be updated due to changes in the law and ways that I run my business.

 

 

 

With acknowledgement to Tania A. Prince