GDPR Privacy Policy
Introduction: What is GDPR?
The General Data Protection Regulation (GDPR) is a legal framework that governs the collection, processing, and storage of personal data. Following the UK’s exit from the European Union, GDPR continues to apply in the UK as the UK GDPR, supplemented by the Data Protection Act 2018. It is designed to protect individuals’ privacy and give them more control over how their personal data is handled.
As a counselling, therapy, and performance coaching business, we are committed to full compliance with GDPR. We understand the sensitive nature of the information we hold and are transparent about how we collect, use, store, and protect your personal data.
Our Commitment to Privacy
- We are registered with the Information Commissioner's Office (ICO).
- We adhere to the ICO’s guidance and UK data protection legislation.
Why We Collect Data
We collect personal data to:
- Understand your needs and goals for therapy or coaching.
- Maintain accurate and legally required records of your sessions.
- Ensure continuity and quality of care.
- Monitor risk or safeguarding concerns if they arise.
Your information helps us deliver a safe, ethical, and effective service.
What Data We Collect
We may collect the following types of data:
- Contact details (name, address, phone number, email).
- GP or emergency contact information (if required).
- Background information relevant to therapy/coaching.
- Session notes and clinical records.
- Signed contracts and consent forms.
- Questionnaires or assessments completed during your engagement.
How Your Data is Stored
We use a combination of electronic and physical storage systems to ensure your data is protected:
- Electronic Data:
- Stored on secure, encrypted software compliant with data protection standards.
- Accessed only via password-protected devices.
- All electronic files are clearly marked “Confidential”.
- Paper Records:
- Includes contracts, assessments, or handwritten notes.
- Kept in a locked filing cabinet in a secure location.
- Paper notes are anonymised wherever possible to protect your identity.
Confidentiality and Exceptions
Your data is treated with the strictest confidentiality, and will not be shared without your consent, except under the following circumstances:
- If there is a risk of serious harm to yourself or others.
- If required by law (e.g., through a court order).
- If there are concerns about child or adult safeguarding.
- In the event of therapist incapacity or death, a nominated professional supervisor may access your records to ensure continuity or closure of your care.
Retention and Deletion of Data
- Notes and records are typically retained for 7 years after the end of therapy/coaching, in line with professional guidance and insurance requirements.
- For clients under 18, records are retained until their 25th birthday (or 26th if they were 17 when last seen).
- After the retention period, all records are securely destroyed (shredded if physical, permanently deleted if digital).
Your Rights Under GDPR
Under the UK GDPR, you have the right to:
- Access your data and receive a copy of the information held about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of your data, unless legal or contractual obligations require us to keep it.
- Restrict or object to the processing of your data in certain circumstances.
You may request a copy of your records at any time. Copies will be provided within one month of your written request and free of charge unless the request is excessive or repetitive.
Who Has Access to Your Data
- Only the practitioner delivering the therapy or coaching service has routine access to your records.
- In the case of supervision, client information may be discussed anonymously to support best practice.
- In the event of an emergency or therapist’s death/incapacity, a nominated professional supervisor will access your records to manage client welfare or close practice responsibly.
Data Security Measures
We have implemented the following measures to ensure your data is secure:
- Encrypted digital storage with GDPR-compliant software.
- Password-protected devices and accounts.
- Locked filing cabinets for physical records.
- Regular review and updating of data protection practices.
- Marking all records and documents as Confidential.
Making a Complaint
If you are unhappy with how your data is handled, please raise it with us directly. If you are not satisfied with the response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/
Telephone: 0303 123 1113
Contact Us
If you have any questions about this GDPR policy or how your data is handled, you can contact:
Soul Aspect Counselling & Therapy
Email: info@soulaspect.co.uk
Phone: 07830
161797 | 01388 240180