Privacy Statement and Data Protection - PARENT


You and your child’s privacy are very important to me as a therapist. I take care to protect client confidentiality and personal information. In this, I am bound by the ethics and confidentiality policy of the BACP.
Children are not allowed by law to consent to information being stored, this consent must come from a person with parental responsibility. I also keep information relating to you as emergency contact and the person paying for sessions.
If you do not wish to consent to me storing personal information, you can discuss this with me. We may be able to work something out. However, it would be difficult for me to work with your child or provide my best service without the option of taking notes to aid my memory.
You have the right to withdraw your consent at any time. I may need to take legal advice on this, in some cases it may not be legally permitted to destroy your child’s records.
When I destroy paper records, they are shredded and composted in my home compost bin.
If I discover there has been a data breach that could put you or your child at risk, I will tell your child as soon as possible.

Below I set out information on what details I store, how, why and who they are shared with, in a form that meets the compliance requirements for GDPR as I understand them.
 
You and your child’s personal details - name, address, phone number and email
How I keep this
I keep you and your child’s name, address, email and phone number in paper form in a locked filing cabinet. These are kept separate from session notes so these are anonymous and your child cannot be identified.
A therapist colleague who is my therapeutic executor has you and your child’s first name and your phone number in paper form, inside a sealed envelope, kept in their locked filing cabinet.
My supervisor has your child’s first name with her session notes in a locked filing cabinet.
Why I keep this
So I can contact you. It is also required by my professional liability insurer and by my professional organisation (BACP).
My therapeutic executor has your details so she can inform you of my death or sudden severe illness.
My supervisor has your child’s name so she can oversee my work with your child, this improves the quality of my work and helps ensure your child is safe.
How long I keep this
Seven years. After that time it is shredded and composted.
My clinical supervisor and therapeutic executor will destroy the data when your child and I finish our work.
Who sees this
Me.
My clinical supervisor will know your child's first name but not surname or address.
My therapeutic executor will only open the envelope in the event of my sudden death or severe illness.

Electronic Information: you and possibly your child’s phone number and email address
How I keep this
I keep phone numbers in a mobile phone used only for my therapy work under a first name only. My phone is locked with a passcode when I am not using it. I do not take it out of my house.
Email addresses are held in my counselling practice gmail account (amandahughescounselling@gmail.com), which I am advised is encrypted and GDPR compliant. My computer and phone are password protected, my iPad is fingerprint secured. None of my devices are shared with anyone else, unless it is required by a technician for maintenance.
Why I keep this
So I can contact you or your child.
How long I keep this
Until your child’s therapy ends, unless you give consent to store details in case we work together again in future.
Who sees this
Only me.

Your child’s GP’s name and contact details
How I keep this
In paper form in a locked filing cabinet.
Why I keep this
To contact your GP. Either to inform him/her of your child’s mental health status to keep them safe, as per my safeguarding and confidentiality policies, or with your consent, to obtain and share information to help us both to work together to support your child.
How long I keep this
Until we finish working together, unless you consent otherwise.
Who sees this
Only me.

Medical information
How I keep this
In paper form in a locked filing cabinet along with your name and contact details.
Why I keep this
To inform my work with your child and keep them safe. If I make a referral, for example, to CAMHS.
How long I keep this
Until we finish working together, unless you consent otherwise.
Who sees this
Only me.

Artworks, sand trays, etc
How I keep this
Your child’s artworks are where possible kept in a locked filing cabinet in my therapy room. Large items are stored out of sight elsewhere in my therapy room. Your child’s code and date are written on each. I photograph art work and sand trays etc and save as digital images in their session notes.
Why I keep this
To inform my work with your child, as per session notes below.
How long I keep this
When our work together ends, your child may take artworks away. If your child chooses not to take them, I will dispose of them securely. Digital images will be saved for seven years, along with session notes, and then deleted.
Who sees this
Me, and possibly my clinical supervisor.

Session notes
My session notes cover date and time of sessions, a brief record of key facts shared that day, and themes of the therapy.
How I keep this
Session notes are stored electronically under a code name, eg client A1. Actual names are not used anywhere in my records, I refer to your child as “the client”. The format is Pages documents in the iCloud, which I am informed is encrypted and GDPR compliant. My devices are all password/fingerprint protected, additionally session notes are secured with an individual password/ fingerprint. I do not store the passwords in my keychain, they are written on the client records stored separately in my locked filing cabinet, and manually entered every time I open their records.
Why I keep this
Brief notes help me remember important points I may refer to in sessions, or want to think about to help me give your child my best as a therapist.
How long I keep this
Seven years after our work together ends.
Who sees this
Only me

Payment information
How I keep this
I use a financial app (WaveApps), which is password protected, to record payments using a code (eg client A1). If you pay by BACS, your name and account number will show on my bank statements.
Why I keep this
For tax and accounting purposes, which is required by law.
How long I keep this
I keep financial information for seven years as required by HMRC.
Who sees this
Banking transactions may be viewed by employees of the bank, my accountant, my financial advisor, and tax officers (HMRC).

Emergency contact’s name and phone number
How I keep this
In paper form in a locked filing cabinet along with your name and contact details.
Why I keep this
This is so I can contact a responsible adult in case your child becomes ill or their behaviour requires me to ask your child to be removed from session for our joint safety.
How long I keep this
When we finish working together, I will delete this data, unless you give consent to store for longer in case I work with your child again.
Who sees this
Only me.