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Counselling and psychotherapy service for adults, children and couples.
Contact
Privacy
Introduction
How we collect and store your personal data
We may collect and store your information as follows:
- Information that you provide by completing a registration form at the assessment session.
- Contact details that you provide over the telephone or by email.
- Email correspondence is kept if you are a patient and deleted if you are not.
- Personal data which you provide by completing assessment measures on paper or by email which allows the therapist to monitor progress.
- Communications regarding your ongoing care, including emails and reports which have been prepared at your request.
We use only the data which has been provided by our patients to provide the service that you have requested from us. This means that the legal basis of our holding your personal data is for legitimate interest. We are happy to provide any additional explanation needed. Any requests for this should be sent to christina.raeburn@counsellingforall.co.uk. We keep our Privacy Notice under regular review; the last being April 2018. If we need to keep more information, it would only be with your express consent in which case the legal basis of holding this information is consent.
Retaining your data allows us to process any complaint you may make. In this case the legal basis of our holding your personal data is for contract administration.
Communications between Counselling For All and patients must be retained according to the rules of our Insurance company (Towergate) for 3 years.
Security
- We ensure the information we hold is kept in secure locations with restricted access to authorised personnel only.
- We protect personal and confidential information held on equipment such as laptops or handheld devices.
- Credit card information provided directly to us for payments of appointment or report fees are immediately processed. Any paper records are shredded when payment if complete.
Your Rights
- Every individual has the right to see, and have a copy of, personal data that can identify you.
- You can make a subject access request in writing to christina.raeburn@counsellingforall.co.uk. We shall respond within 30 working days from then. Our response will include the details of the personal data we hold on you including: how we acquired the information, why we keep it and those with whom we have shared it, if this was subject to your consent.
- You have the right to ask to have your information corrected or updated where it is no longer accurate. The right to ask us to stop keeping your information provided that we aren’t required to do so by law or in accordance with Professional Regulatory Guidelines.
If you would like to invoke any of the above rights, write to Christina Raeburn christina.raeburn@counsellingforall.co.uk
Our data role
We act as a data controller for use of your personal data to provide the service you have requested. We also act as a controller and processor for processing your data to other healthcare providers such as a GP only where this is necessary for your care and with your consent. We act as a data controller and processor for processing credit card payments.
Do you share my information?
- Within the mental health sector, we follow the common law duty of confidence, which means that where identifiable information about you has been given, it is treated as confidential and only shared for the purpose of providing direct care. We are committed to ensuring that your information is secure and not disclosed to third parties in accordance with the requirements of the General Data Protection Regulation.
- We share your data only with your consent, such as writing a confidential report to a GP. The exception to this would be in the event of a complaint, we would provide information as required to our Registrant Body, in our case, the British Association of Behavioural and Cognitive Psychotherapies.
- We seek your consent before sharing your information with another healthcare provider. However, we may use your data where there are overriding safeguarding issues. For example if we think your life is in danger we may pass your information to an appropriate authority such as social services in the case of a child or vulnerable adult, or a GP. We may use your data if there is a legal requirement such as a formal court order. In this event we are using the legal basis of vital interests.
- Any contractors such as accountants that provide a service to us or act as our agents, act on the understanding that they keep data confidential.
What safeguards are in place to ensure data that identifies me is secure?
- We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful. If we use your data for marketing purposes such as newsletters, this would be subject to you giving us your express consent.
- We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.
- Counselling For All (Christina Raeburn) are registered with the Information Commissioner’s Office (ICO) as a data controller and collects data for a variety of purposes. A copy of the registration is available through the ICO website (search by Christina Raeburn).
How long do you hold confidential information for?
All records held by us will be kept for the duration specified by guidance from our professional association (The British Association of Behavioural and Cognitive Psychotherapies) . At present this is 3 years.
Why are you asking me to agree to you holding my information?
New data protection regulations came into force on 25 May 2018 called the General Data Protection Regulations. You can find out more information on this at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/ These new regulations mean that businesses like Counselling For All have to be really clear with patients about what information we hold on patients and the ways in which we hold it.
Complaints
If you have a complaint regarding the use of your personal data then please contact us by writing to: Christina Raeburn christina.raeburn@counsellingforall.co.uk
If your complaint is not resolved to your satisfaction you can approach the Information Commissioner’s Office (ICO), on 01625 545745 or 0303 1231113.
Terms and Conditions
* Appointments are reserved especially for you. I understand that sometimes schedule adjustments are necessary. Therefore, I respectfully request at least 48 hour notice for cancellations or rescheduling of appointments. Please understand that when you forget, cancel, or change your appointment without giving enough notice, I miss the opportunity to fill that appointment time, and patients on my cancellation list miss the opportunity to receive treatment. Any appointment missed, late cancelled, or changed without 48 hour notice will result in a charge equal to 100% of the reserved service amount.
** Please not that for some insurance companies I require you to pay for treatment on the day and then claim the money back from your insurer.
How to Pay
Self funding patients
Payment can be made by debit or credit card at the end of your session.
Parents who are paying for sessions for children can be invoiced with payment being due on the day of the session.
Insured patients
Most insurance companies have a direct billing agreement. If you have an excess on your policy, this will be paid directly to Christina.
Patients insured with Cigna are required to pay for their sessions and claim this back themselves.
Contact Details:
Telephone: 07712 669 443
Email: christina.raeburn@counsellingforall.co.uk
