Introduction

Your privacy is important to me. You can be confident that your personal information will be kept safe, secure and will only be used for the purpose for which it was provided.

 

I comply with current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

 

This Privacy Notice explains:

• why I collect and process your personal information;

• what information I collect;

• how I use and store your information;

• who I may share it with;

• how long I keep it;

• your rights under data protection law; and

• how you can contact me if you have any questions.

 

I am the Data Controller for the personal information you provide.

 

ICO Registration Number: ZC252238

Telephone: 07337 504003

Email: bekaaylwincounselling@outlook.com

Website: www.bekaaylwincounselling.com

 

My lawful basis for processing your information

Data protection law requires me to have a lawful basis for processing your personal information.

 

Initial enquiries

If you contact me to enquire about counselling, I process your personal information because it is necessary to take steps before entering into a contract with you.

 

While you are a client

While you are receiving counselling, I process your personal information because it is necessary for the performance of our counselling agreement.

 

Some of the information you choose to share during counselling is classed as special category personal data because it relates to your health or other sensitive matters. I process this information because it is necessary for the provision of health-related care and to establish, exercise or defend legal claims where appropriate.

 

After counselling has ended

Once counselling has ended, I retain your records because I have a legitimate interest in maintaining accurate professional records and, where necessary, to establish, exercise or defend legal claims.

 

How I use your information

 

Initial enquiries and consultations

When you contact me to enquire about counselling, I may collect your name, telephone number, email address and brief details about your enquiry.

 

If you arrange an initial consultation, I may also collect information relevant to deciding whether I am able to offer you counselling, including information about your reasons for seeking counselling, your mental and physical health, current or previous support, and any relevant risk or safeguarding information.

 

If you do not arrange an initial consultation, I will securely delete your enquiry information after three months. If you attend an initial consultation but do not go on to begin counselling, the information collected during your consultation will also be retained for three months before being securely deleted.

 

While you are receiving counselling

During our work together I may collect information including:

• your name;

• date of birth;

• address;

• telephone number;

• email address; and

• information you choose to share during counselling.

 

I keep a record of your contact details to help my counselling service run effectively.  I also keep brief, factual session notes.  Your paper records are stored in a locked filing cabinet.  Electronic records are stored in password-protected files.

 

Everything discussed during counselling is confidential.  Confidentiality will only be broken where:

• there is a serious risk of harm to yourself or another person;

• there are safeguarding concerns relating to a child or vulnerable adult;

• disclosure is required by law, including matters relating to terrorism;

• disclosure is required by a court or other legal obligation.

Wherever possible, I will discuss this with you before sharing information.

 

Text messages and emails

Text messages and emails are used for practical communication, such as arranging or changing appointments.  Routine text messages and emails are deleted after 30 days.  If a text message or email contains clinically relevant information, I will record the relevant information within your client record before securely deleting the original message.

 

After counselling has ended

Your client records will be retained securely for six years after counselling ends.  After this period they will be securely destroyed by cross-cut shredding (paper records) and secure digital deletion (electronic records), unless there is a legal or ethical reason for me to retain them for longer.

 

Sharing your information

I treat your personal information as confidential.  Your information may be shared only where necessary, including:

• with my clinical supervisor, where information is anonymised wherever possible;

• where I am legally required to disclose information;

• where disclosure is necessary to protect you or another person from serious harm.

 

I may also share limited financial information with my accountant to meet my legal and tax obligations. Wherever possible, client information is anonymised.

 

Where I use third-party service providers (such as Microsoft OneDrive or Outlook), I ensure that appropriate data processing agreements are in place where required.

 

Clinical Executor

If I die or become unable to practise due to serious illness or incapacity, my appointed Clinical Executor may access the minimum information necessary to contact you and manage the ending or interruption of your counselling. This may include your name, contact details, preferred method of contact and appointment information. My Clinical Executor is also bound by confidentiality.

 

International transfers

Some of the third-party services I use, such as Microsoft OneDrive and Outlook, may process data outside the United Kingdom. Where this happens, appropriate safeguards are in place to protect your personal information in accordance with UK data protection law.

 

Automated decision-making

I make all decisions about the counselling service I provide personally. I do not use automated systems or profiling to make decisions about you.

 

Your rights

Under UK data protection law, you have the right to:

• request access to the personal information I hold about you;

• request that inaccurate information is corrected;

• request that your personal information is erased in certain circumstances;

• request that processing is restricted in certain circumstances;

• object to the processing of your personal information where applicable;

• request a copy of your information in a portable format where appropriate.

To make any request regarding your personal information, please contact me using the details above.

 

Complaints

If you have any concerns about how I use your personal information, I encourage you to contact me in the first instance so that I can try to resolve the matter.  If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

Website: https://ico.org.uk/make-a-complaint

Telephone: 0303 123 1113

 

Data security

I take the security of your personal information seriously.  I use password-protected devices and files to store electronic information, and paper records are kept in a locked filing cabinet.

I regularly review my data protection procedures to help ensure your information remains secure.

 

What are cookies?

Cookies are small text files that are placed on your computer, tablet or mobile device when you visit a website. They help websites function properly and can also provide information about how visitors use a website.

 

Cookies do not normally identify you personally, but some may collect information that can be linked to you.

 

How I use cookies

This website uses cookies to:

• ensure the website functions correctly;

• remember your preferences where appropriate; and

• understand how visitors use the website so that I can improve its performance and content.

 

I do not use cookies for advertising or marketing purposes.

 

Cookie consent

When you first visit this website, you will be asked whether you wish to accept non-essential cookies.

You can change or withdraw your consent at any time using the cookie settings available on this website.

 

Essential cookies

Essential cookies are required for the website to function correctly. These cookies cannot be switched off because they are necessary for core website functionality.

 

Analytics cookies (delete if not applicable)

This website uses Google Analytics (or another analytics service) to help me understand how visitors use the website.

Analytics cookies may collect information such as:

• which pages are visited;

• how long visitors spend on the website;

• the type of device and browser being used; and

• how visitors found the website.

 

This information is aggregated and does not identify individual visitors.  Analytics cookies are only used with your consent.

 

Contact form (delete if not applicable)

If you contact me using the website contact form, the information you provide will be used only to respond to your enquiry and will be handled in accordance with my Privacy Notice.

 

Managing cookies

Most web browsers allow you to control cookies through your browser settings. You can choose to block or delete cookies, although doing so may affect how some parts of the website function.

 

Changes to this Cookie Policy

I may update this Cookie Policy from time to time to reflect changes to my website or legal requirements. The most recent version will always be available on this website.