I am committed to respecting your right to privacy and protecting your personal information. This is a summary of what I do with your information in order to provide counselling to you; including what information I collect and hold, why I collect this data, how long it is kept for and what rights you have over your personal data..
Information About You
I collect and process various types of information from you when you enquire about counselling in order to set up an initial appointment. This information includes contact details, your availability and other relevant sensitive personal information. I will store this securely and control who has access to it.
When a client finishes counselling all data regarding their counselling will be stored securely for a maximum of seven years and then destroyed.
How I Use Your Personal Information
Your personal information will only be used to provide you with counselling. I recognise that the information you provide may be sensitive and I will respect your confidentiality. I will not share it with any other external person or organisation without your knowledge and consent unless there is a legal requirement to do so, if there is a child or adult safe guarding issue or a perceived risk of harm to you, to us or someone else.
I will take all reasonable precautions to prevent the loss, misuse or alteration of information that you give me. I may send emails to you, these will not be sent in encrypted form. Email unless encrypted is not a fully secure form of communication. Whilst I will endeavour to keep my systems and communications protected against viruses and other harmful effects, I cannot guarantee that all communications will be virus free.
You have several legal rights to control what I do with your information. For example, you can ask me to tell you what information I have about you and get a copy of it; correct or update information that is wrong and stop using information in certain circumstances. Please note that in some cases asking me to do this may mean I am no longer able to provide you with counselling.
If you would like to see the information that I hold about you, or would like to correct, update or delete any records, please email me on firstname.lastname@example.org. If you have any concerns about my use of your data, please contact me either by email (see above) or telephone 07395 834959. I will do my best to resolve any concerns you have but if these are not resolved to your satisfaction you may choose to contact the ICO.
Guidance notes for attending the Counselling Room
To be issued to Clients prior to attending a session. This will be reviewed regularly. These guidelines have been put in place to ensure, as much as is possible, the safety of you, myself, my landlord and our wider contacts and communities. The decision to return to face-to-face counselling can be decided together. I will continue to offer face to face, online and telephone counselling.
This document demonstrates my commitment to you and my requests to you to ensure everyone’s safety.
Please do not attend if you have a high temperature, shortness of breath, loss of taste or smell, a new persistent cough, been in contact with anyone suffering with these symptoms or have been anywhere with a high outbreak rate. If this is the case, please self-isolated for 14 days before returning to face to face counselling.
§ Before you arrive, I commit to cleaning the gate and door handles. I will also clean the doorbell and the counselling room in general. In good weather, I will leave the counselling room door open to allow an exchange of air in the room and so that the use of doorbell and door handles are reduced. I will also add a larger time slot between clients.
§ The chairs in the room can be 2 meters apart and we can also choose to sit diagonally to each other to minimise face to face work. I will stand when you enter the room but stay where I am. This will allow you to enter the room and take a seat without breaching the distancing rules. We will not be shaking hands for the time being.
§ Before taking a seat, I will ask you to use the hand sanitizer in the room.
§ Dependent on weather, I make a commitment to keep windows open to allow air exchange but will be conscious of confidentially. I will also refrain from using a fan in hot weather, or an electric heater in cold weather.
§ Please bring your own drink to session as I will not be providing water for the time being.
§ Packets of individual tissues can be given if required, but you may wish to bring your own and be prepared to take them home with you and dispose of them appropriately. Please note that if you wish to sneeze or cough, remember government guidelines are to either use a tissue or your elbow, please do not sneeze or cough freely. Please try to avoid touching your face.
§ You can wear your own mask if you want to. I will not be wearing a face covering unless government guidelines dictate differently.
§ All payments will be made online and therefore receipts will not be given. All paperwork will be completed online as much as possible.
§ Should the use of a toilet become necessary, you will be asked to clean/wipe the facilities afterwards and use the pump action soap and paper towels supplied. You will be given the items mentioned and a bag to take all the wipes and towels home with you to dispose of.
§ Confidentiality will remain as high as possible. However, with payments being online and the potential for track and trace, there may be more opportunities for your name to be disclosed to a wider set of people than normal.
§ Please also consider how you get to the session. If you are using public transport, there are rules in place about face covering and try to keep to the social distance rules.
As per Government guidelines, should I encounter anyone who has tested positive or develop any symptoms, I will notify you immediately. I ask that you notify me immediately if you experience the same. Should this happen, all sessions will revert to online or telephone with immediate effect, until the self-isolation period has passed.
Thank you for your cooperation and understanding.
Signed and date by client and counsellor ……………………………………………………………………………………………