Calm Mind Counselling UK

CounsellingwithALM@protonmail.com 07494441900

Privacy Statement 2023

Your privacy is very important to me, you can be confident that your personal information will be kept safe, secure and only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679)(GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended, including: • Why I’m able to process your information and what purpose I am processing it for. • Whether you have to provide it to me. • How long I store it for. • Whether there are other recipients of your personal information. • Whether I intend to transfer it to another place. • Whether I do automated decision-making or profiling. • Your data protection rights. I am happy to chat through any questions you might have about my data protection policy. My postal address is: 189, Reading Road, Wokingham. Berks. RG41 1LJ. My phone number is: 07494441900. My email address is: Annalmulcock@outlook.com . I am the data Controller for Calm Mind Counselling UK. ‘Data controller’ is the term used to describe the person that collects/stores and has responsibility for people’s personal data. I am registered with the Information Commissioner’s Office (ZB323096). Calm Mind Counselling UK. My lawful basis for holding and using your personal information in reference to Article 6 of the GDPR requires six lawful bases for processing personal data. Article 9(2) of the GDPR requires additional lawful bases for processing special categories of personal data. For information about the lawful basis for processing personal information visit the ICO website. The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract. The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you). This section describes the personal data that I collect from clients at each stage of our working relationship. I outline whether that data is shared and who with, where I keep your data and how long for. On initial contact, you make an enquiry about my counselling services, I will collect information to help me satisfy your enquiry. This will include your name, contact phone number and an e-mail address. Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf. If you decide not to proceed, I will ensure all your personal data is deleted within 72hours. If you would like me to delete this information sooner, just let me know. While you are accessing counselling. Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if you disclose a safeguarding issue, details of money laundering or terrorism. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this. I will keep a record of your personal details to help the counselling service run smoothly. These details are kept securely, in locked cabinets or in password protected electronic equipment and are not shared with any third party. I will keep written notes of each session, these are kept locked in my filing cabinet. For security reasons I do not retain text messages for more than 1 week. If there is relevant information contained in a text message, I will take a screen shot. Likewise, any email correspondence will be deleted after our termination of therapy sessions. if it is not important. If necessary, I will store in my secure filing system, after counselling has ended. Once counselling has ended your records will be kept for 7 years, from the end of our contact with each other, in line with my insurance policy, after which time they are securely destroyed. If you want me to delete your information sooner than this, please tell me. Third party recipients of your personal data, as I sometimes share, for example, where I have contracted with a supplier to carry out specific tasks. In such cases I have carefully selected which partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted. I use Microsoft Office 365 and Kaspersky Internet safety, I will use any number of virtual video platforms, including Zoom, Doxy.me, WhatsApp and Skype. I use both Three and Virgin mobile networks for my phone messaging and calls. HRMC, Companies House and the ICO are also third parties that I may be required to deal with, such as my accountant or IT support. I will endeavour to make sure your information remains safe during this process. Articles 12 to 23 of the GDPR says that within my privacy notice I must have a section explaining the rights of data subjects, therefore, I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at www.ico.org.uk/yourdata-matters. If I do hold information about you I will: • give you a description of it and where it came from. • tell you why I am holding its, tell you how long I will store your data and how I made this decision. • tell you who it could be disclosed to • let you have a copy of the information in an intelligible form. You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information, please put the request in writing addressing it to Anna Mulcock. Calm Mind Counselling UK. 189, Reading Road. Wokingham. Berks. RG41 1LJ. Or e-mail Annalmulcock@outlook.com . If you have any complaint about how I handle your personal data, please do not hesitate to get in touch. I welcome any suggestions for improving my data protection procedures. If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to www.ico.org.uk/make-a-complaint. I provide ‘adequate security’ for your personal data. This will vary considerably depending on what systems I use. I store paper documents locked securely, but my IT devices are all backed up and protected by virus software and passwords. I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept safely. I use encrypted devices, locked filing cabinet etc. Additional information Because I have a website and may employ staff, l must be clear about what information I’m collecting and any cookies that are being used. For more information visit the ICO website the ICO updated its cookie guidance in July 2019. All nonessential cookies require opt-in consent from the user. When someone visits my website, I use a third-party service, GoDaddy to collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow GoDaddy to make, any attempt to find out the identities of those visiting my website. I use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website. I use GoDaddy so that I can continually improve my service to you. You can read GoDaddy privacy notice here https://www.godaddy.com/en-uk/agreements/privacy. I use GoDaddy-WordPress as the content management system for my website - find out about GoDaddy-WordPress and data protection. Like most websites I use cookies to help the site work more efficiently - find out about our my of cookies https://www.godaddy.com/en-uk/agreements/privacy. No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me. (Copyright. Calm Mind Counselling UK-January 2022)

Calm Mind Counselling UK

CounsellingwithALM@protonmail.com 07494441900

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