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Privacy Policy

Introduction

Protecting your privacy and ensuring the security of your personal information are of utmost importance to me. To provide you with the highest quality service, I require your personal contact details and records of your counselling sessions. This privacy statement outlines the steps I take regarding your personal data, spanning from your initial interaction with me to the conclusion of your counselling engagement.

The type of personal information I collect:

  • Identity Data (including your first and last name, and date of birth).
  • Contact Data, including your email address and telephone numbers.
  • Contact details for your GP and emergency contact name and number, as nominated by you.
  • Working agreement with a contact sheet.
  • Client code (linking documents).
  • Concise, anonymised records of our interactions.

If you use my website:

  • Technical Information: This may encompass details such as your Internet Protocol (IP) addresses, browser model and version, plug-ins installed in your browser, time zone configuration, geographical location, the operating system and platform you are using, as well as other technological information related to the devices you utilise to access this website.
  • Usage Information: This includes data pertaining to your interactions with this website, including how you navigate and utilise its features.
  • Cookie-Related Information: This refers to data collected through the use of cookies in your web browser.

How I get the personal information and why I have it

Personal Data is gathered in the following circumstances:

  • Completing Contact Forms: When you fill out a contact form on my website.
  • Completing the Working Agreement Form: If you complete the form associated with the working agreement.
  • Communication: Through phone or email correspondence.
  • Booking Services: When booking services through the website.
  • Automated Technical Data Collection: Automatic collection of Technical Data, such as the Internet Protocol (IP) address used to connect your computer to the internet, information about your devices, browsing activities, and usage patterns. This data is collected using technologies like cookies and server logs.

The collected data serves various purposes, including but not limited to:

  • Responding to Inquiries: I will use your information to respond to any inquiries or requests you make, ensuring that we provide you with the necessary information and assistance.
  • Providing Information and Services: Your personal data will be used to deliver the information and services you request from me.
  • Fulfilling Contractual Obligations: If there is a contract in place between us, I will use your data to fulfil the terms and conditions of that contract.
  • Managing Appointment and Service Communications: I will use your information to communicate with you about appointments and to gather feedback on my services.
  • Notifying Service Updates: I will inform you about any changes to my services that may impact you.
  • Safeguarding: Your data will be used to identify and protect individuals, including yourself, who may be at risk of harm or abuse.
  • Record Keeping and Business Operations: Your data will be used to maintain accurate records and accounts, as well as to operate and manage the day-to-day activities of my business.
  • Meeting Statutory Obligations: I will use your information to meet any legal or statutory obligations, such as those required by insurers or professional bodies.
  • Website Administration and Improvement: Data collected through my website will be used for the administration and enhancement of the site, ensuring a better user experience.
  • Advertising: Your information may be used for advertising my business, subject to your preferences and applicable laws.
  • Conducting Analytics: For analytical purposes, allowing me to better understand my clients and improve the services I offer.
  • Integrating with External Platforms: Linking to external platforms for purposes like appointment booking.
  • SPAM Protection: To protect against spam and ensure the security of our communication.
  • Managing Contacts: Facilitating contact management and communication with users.

The data privacy law permits these practices as they are part of my legitimate interest in understanding and serving my clients to the best of my abilities.

It’s important to note that the likelihood of sharing your data is very low. However, as per contractual obligations, I may be required to share it if my session notes are subpoenaed by a court. Additionally, if you or someone you mention is at risk of harm, I may need to share this information with emergency services, general practitioners, or social care providers to ensure safety and well-being. Your privacy and safety are top priorities.

How I store your personal information

Your personal information is stored in a secure manner. Any mobile phones or laptops used for data storage are password-protected and equipped with antivirus software to ensure the safety of your data. I will save your contact information (including your name, mobile number, and email address) securely backed up on my private OneDrive. This ensures that I can reach out to you in case of emergencies while safeguarding your data from being shared with other applications, such as a Contacts app. Your email address and our correspondence will be automatically archived within my email service, which is presently Outlook , as a result of our communication. Additionally, should we engage in messaging through SMS or WhatsApp, your telephone number may be retained within the respective app. Electronic exchanges will also be preserved within their corresponding applications (Outlook, SMS on my phone, or WhatsApp).

While I make every effort to safeguard your personal data, it’s important to note that the transmission of information over the internet, as well as through email, text messages, or voicemail messages, may not be entirely secure. Consequently, there is a level of inherent risk associated with sending personal information through these channels. Any personal data you choose to transmit is done so at your own discretion and risk. Upon receipt of your information, I implement stringent procedures and employ security features to mitigate the risk of unauthorised access. These measures are designed to protect the confidentiality and integrity of your personal data to the best of our ability.

I will retain your personal data only for as long as it is necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, or reporting requirements. By legal obligation, I am required to maintain basic information about my clients, which may include Contact, Identity, Financial, and Transaction Data, for a period of seven years after their customer relationship with me ends. Upon the expiration of the specified retention period, personal data will be promptly and securely deleted, ensuring compliance with privacy regulations. Your data is handled with care and in accordance with legal requirements

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, I have one month to respond to you.

Who to contact

My practices align with the General Data Protection Regulation (EU/2016/679), commonly known as the GDPR.

In compliance with the General Data Protection Regulation (GDPR), Anna Oller is the designated data controller for Insightful Counselling. I am responsible for the collection and processing of your personal data. Processing encompasses activities such as data retrieval, organisation, utilisation, safeguarding, as well as the removal or permanent deletion of information, along with its potential disclosure to other relevant entities.

For a comprehensive list of the types of information that I manage, please refer to the register of data controllers with which I am registered, maintained by the Information Commissioner’s Office (ICO).

If you have any inquiries, comments, requests to access or amend your information, or if you wish to file a complaint, kindly direct them to me via email at annaoller@insightfultherapy.co.uk. Your concerns and feedback are important to me.

If you wish to lodge a formal complaint about my handling of your personal information, you can reach out to the ICO. For more details, visit: ico.org.uk/make-a-complaint.

 

Changes to Privacy Statement

This privacy statement may be periodically updated. Kindly check the website periodically for any revisions.