Privacy policy overview ( UK

Clients)

What is the purpose

of this document?

Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection egulation(EU/2016/679) (the GDPR),the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

‘Data controller’is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is myself, Martin Regan.

I am registered withthe Information Commissioner’s Office

under reference ZB605217. My postal address is:36 a Barnsley Road,South Elmsall,WF9 2RF My phone number is:07759970888

My email address is: martinregancounselling@hotmail.com

My website is managed and maintained by Webhealer.co.uk. Please see their privacy policy at www.webhealer.net

My lawful basis for holding and using your personal information

The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on thestage at which I am processing your data. I have explained these below:

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 personalinformation that you may disclose to me appropriately. This type ofinformation is called ‘special category personal information’and may include sexual identity,medical history, ethniticity or sexual identity which could be collected in initial assesments or client notes. 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)

How I use your

information

Initial contact.

When you contact me with an enquiry either by phone or email about my counselling services I will collect information, including contactinformation, to help me satisfy your enquiry.

Alternatively,

your GP or other health professional may send me your details whenmaking 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 30 days

While you are

accessing counselling

Confidentiality will only be broken if I believe you are an immediete risk to yourself or others.. In addition, issues relating to acts ofterrorism, or drug/people trafficking and and money laundering would also require me to break confidentiality. 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 services run smoothly. These details are kept securely on my work laptop and are not shared with any third party except the executor of my clinical will who may need to contact you in the event of my

unforeseen death or incapacity

Details of your phone number and first name and initial will be kept in my password encrypted work mobile for the purposes of re-scheduling sessions and advising of illness etc.This password will only be shared with the executor of my therapeutic will.

If you become a client, I make written notes of our sessions (although I use reasonable efforts not to include identifiable information in those notes such as your name). I will also hold a password-protected electronic record about you during the period you are a client and for seven years after the end of therapy which includes your name, email address, phone number, the number of

sessions we have had and your GP details. I will keep these same notes in a secure fireproof safe which can only be accessed by myself or the person who executes my therapeutic will in the event of my death or incapacity.

For security reasons I do not retain text messages or email

correspondence for more than 30 days.

After counselling has ended.

Once counselling has ended your records will be kept for seven years fromthe end of our contact with each other and are then securelydestroyed. If you want me to delete your information sooner thanthis, please tell me and I will do my best to accommodate this but please note I may be obligated to keep some details in line with law and insurance purposes.

Your rights

You have a right to ask me to delete your personal information, to limithow I use your personal information, or to stop processing yourpersonal information. You also have a right to ask for a copy of anyinformation 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 ico.org.uk/your-data-matters.

You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you.

Visitors to my

website

When someone visits my website, I use a third party service,Webhealer, tocollect standard internet log information and details of visitor behaviour patterns. Webhealer hosts this Website; it is encrypted and

has a current SSL Certificate. The private information you provide e.g. email address(es) and information provided in the online form (your name, email address or telephone number and message) is currently sent to me by Webhealer and is deleted from their system assoon as they are sure it has been received. I use legitimate interests as my lawful basis for holding and usingyour personal information in this way when you visit my website.

Webhealermay use "cookies" to enhance the experience of those usingmy website. Cookies are small text files that are put on yourcomputer by websites that you visit. They are widely used in order tomake websites work, act more effectively, and provide information to the owners of the site. Webhealer websites make minimal use of cookies and do not require cookies in order to function properly. For

more information see http://www.webhealer.net/cookies

Legitimate Interest

Legitimate interest is one of the legal reasons why I may process your personal information.Taking into account your interests, rights and freedoms, legitimate

interests which allow me to process your personal information include:

1)to manage therelationship with you and third parties

2)to provide health-care services on behalf of a third party (for example, your employer)

3) to exercise myights, to defend myself from claims and to keep to laws and regulations that apply to me and the third parties I may work with

Sharing your

information

I sometimes need to share your information with other people or organisations for the purposes set out in this privacy notice. We may share your

information with:

1) doctors, clinicians and other health-care professionals, hospitals, clinics andhealth-care providers (including the activation of a Therapeutic Will via a Therapeutic Executor)

2)third parties who we provide services on behalf of (employers or insurers)

3) the police andother law-enforcement agencies to help them perform their duties, or with others if we have to do this by law or under a court order

How long we keep

your personal information

Wekeep your personal information for at least 7 years after thecessation of our therapeutic relationship to meet the following obligations:

1)How long it is reasonable to keep records to show we have met the obligations we have to you and by law

2)Any time limits for making a claim or required by our insurers

3) Any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations

4) Any relevant proceedings that apply

Data protection

contacts

If you have any questions, comments, complaints or suggestions inrelation to this notice, or any other concerns about the way in which we process information about you, please contact me as stated above.

Youalso have a right to make a complaint to the InformationCommissioner: Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire, United Kingdom SK9 5AF Phone: 0303 123 1113

(local rate) or 01625 545 745 (national rate