A Little Room of Therapy Privacy Statement
This privacy statement outlines our obligations as therapists.
It outlines your rights as a client.
Please take your time to read through this statement as you will be required to sign your consent when engaging in our services.
This agreement includes our new data responsibilities under the General Data Protection Regulation which came into effect on the 25th May 2018.
In order to comply with the new regulations regarding contact and consent, we (A Little Room of Therapy) need to make you (client) aware of your rights and confirm that you give consent for a Little Room of Therapy and any relevant parties mentioned to collect and store your data in the way described below.
What is collected and why
A Little Room of Therapy will collect and store your name, date of birth and age. This is basic information that helps us (A Little Room of Therapy) to get to know you better, but is also stored for lawful and safeguarding purposes (see confidentiality/sharing of information statement). Your address, email address and telephone number is recorded and stored as a means of contacting you regarding your sessions. We will usually contact you using the method that you first contacted us on, but if we cannot reach you that way, we will try a different means. These details may also be used for emergency purposes where there is an evident risk of harm to yourself (see confidentiality statement). GP details are recorded for safeguarding purposes whereby, if we have cause for concern for both your well being and safety, we may have to contact your GP. Where possible we will seek to obtain your consent and inform you before doing so.
Sessions notes, we individually keep very brief anonymous notes of key themes discussed in our sessions. The purpose of recording these is for our own recollection and to monitor the work that we are individually doing and also need to be retained for lawful purposes.
Confidentiality/Sharing of Information
All information collected will not be shared with anyone else. Your therapist at A Little Room of Therapy will not sell your information and will not use it for any other purpose other than that of therapy.
There are however exceptions that may require us individually to share your information with a third party. These details are outlined below. Please note; that a decision to breach confidentiality is not taken lightly and all due consideration to your privacy is taken into account. Confidentiality may need to be breached in the following circumstances:
There is significant risk of harm to yourself. In this instance information may need to be shared with a GP or other professional.
There is information shared that suggests a child/vulnerable adult is being harmed or is at risk of harm. In this instance information may need to be shared with relevant services.
If there is disclosure of terrorism or money laundering, we are legally obliged under the terrorism and money laundering act to disclose this information to the police.
If we are subpoenaed by court to share any information then we must do so upon request.
We may at times individually share our case work with a supervisor or within peer group supervision, of whom all are qualified counsellor's and adhere to the same confidentiality and privacy requirements. All information shared is anonymous to assure client confidentiality.
In the event of your therapist's demise, or terminal injury resulting in being unable to carry out their work, there is a process in place by which the other partner of A Little Room of Therapy will have access to clinical records in order to inform clients and destroy data as required.
Data Storage and Disposal
All data a Little Room of Therapy collects, is recorded on paper format and is stored in a locked filing cabinet, we keep your name and code on a password protected laptop and your contact number is stored on your therapist phone.
The length of time that we store data varies throughout the duration of therapy and we will keep all records. Once therapy has terminated we will keep your address and contact details for a maximum of 30 days after which point your session notes and client code will be kept for a further 5 years in line with our insurance requirements and legal obligations.
Under General Date Protection Regulations you have the following rights:
The right to be informed about the collection and use of your personal information therein.
The right to access copies of any information held about you, this can be accessed through data subject access request, and the right to receive a response within a period of no more than one month.
The right to rectification; to have inaccurate personal data rectified or completed if incomplete.
The right to erasure; you have the right to opt out of data collection, if you wish to do so, please make this request in writing, however some data cannot be erased and will need to be retained for lawful purposes and in line with any insurance obligations.
The right to data portability; you have the right to obtain and re-use your personal data for your own purposes across different services.
Finally you have the right to object to any personal data being collected. This will need to be made known to us in advance or at the start of therapy commencing. if this is the case all therapeutic work will be terminated as we are required to keep appropriate records in line with our insurance and ethical bodies and as well for legal and safeguarding matters.
Accessing your data
If you wish to make a request for your data under a data subject access request please do so in writing. We will then request you to sign a disclosure consent form. We would expect you to receive this information within 30 days of your signed and dated request.