What is a Privacy Notice?
It explains how I, Jo MacDonald, an Integrative Counsellor, collect, store and process your personal data in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
I am committed to protecting your confidentiality and privacy. This means keeping your personal information safe and secure and only using it for the purpose it was given to me.
I am a member of the British Association for Counselling and Psychotherapy (BACP — Membership No. 01035846) and abide by their Ethical Framework. I am also registered with the Information Commissioner's Office (Registration No. ZB972833). Additionally, I am insured with Holistic Insurance.
What information is collected and why?
The following personal information is collected to ensure I provide a counselling service that meets legal, statutory, ethical, professional and contractual obligations.
- Contact details (name, telephone number, email address) — to enable effective communication during the therapeutic process.
- Emergency contact details — in case you become unwell during a session.
- Date of birth — to accurately identify you to your GP or emergency services if medical assistance becomes necessary.
- Relevant medical conditions and prescribed medication — to provide counselling safely and appropriately.
- GP contact details — for emergency situations.
- Counselling information (history, presenting concerns, risk information where relevant) — to assess needs and provide appropriate therapy.
- Brief clinical notes (not identified by name) — to maintain professional records.
Information is collected directly from you via enquiry form, emails, calls or during sessions. I will never collect any unnecessary personal data from you and I do not process your information in any way, other than specified in this notice.
You are not obliged to give your personal information. However, as this is required for me to provide a professional and ethical counselling service, we will not be able to work together if you choose not to provide it.
Is my data stored securely?
Your privacy is taken very seriously and I have several layers of security measures in place to protect and secure your personal data. I use a range of storage methods:
- Paper records — brief session notes are stored securely and confidentially in a locked filing cabinet, coded for protection. Signed agreements and personal contact information are stored in a locked box file, separate from session notes.
- SMS / WhatsApp — your phone number may be kept in my business mobile phone, which is password protected and stored under a unique client code.
- Email — your email address and correspondence will be stored in my password protected business email account by nature of you contacting me.
- Website contact form — when you submit an enquiry through my website, the information is processed through Netlify, who provide the website hosting and contact form functionality on my behalf. Enquiry information is retained for 30 days if you decide not to proceed with counselling, after which it is deleted.
- Cookies / third-party consent — my website does not use analytics, advertising or tracking cookies. There is an embedded Google Map to help people find my premises. It will only load following your consent. This is because Google may use cookies or similar technologies when the map is loaded, in line with its own privacy policies.
How will you use my personal data?
I will never sell your data to third parties and will only share information in the following limited circumstances. Wherever possible, I will discuss any proposed disclosure with you first.
- Anonymised supervision — I am obliged by the BACP to take my work to a qualified supervisor. This is standard practice and ensures I am supporting you to the best of my ability. To protect your privacy, I use a code. I may verbally refer to some client information when helpful to my professional processes. Under no circumstances will personal details be mentioned and your identity will be protected.
- Clinical Will — I have a Clinical Executor who, in the event of unforeseen circumstances such as an accident, sudden illness or death, would be able to access your contact details and inform you if we are still working together.
- Emergencies — if your health is in jeopardy, and I have your consent, I may share your contact information with a healthcare provider or crisis service.
- Safeguarding or legal requirements — I have a legal obligation to break confidentiality in compliance with a court order, concerns over child protection, or the investigation or prevention of serious crime such as drug trafficking, money laundering or acts of terrorism. In such a situation, the law may require that I share your personal information without your knowledge or permission.
How long is my data kept?
- Client records, including brief session notes written anonymously and identified only by a code, are kept securely for five years after our work finishes — after which time they will be destroyed. This is the timeframe my professional insurers request.
- Contact information (including those from counselling directories) and any emails or texts will be destroyed or deleted three months after counselling ends.
- If you decide not to proceed with counselling, your enquiry data will be deleted within 30 days.
What are my rights?
Under UK data protection law, you have the following rights:
- To be informed what information I hold (i.e. this document).
- To see the information I hold about you (Subject Access Request). The initial request is free of charge and I will respond within one month.
- To rectify any inaccurate or incomplete personal information.
- To withdraw consent to me using your personal information.
- To request your personal information be erased (though I can decline whilst the information is needed for me to practise lawfully and competently).
- To object to processing or restrict how data is used.
As the client, you also have the right to receive the personal information you previously provided, and the right to transfer that information to another party. For the purposes of the General Data Protection Regulation (GDPR) May 2018, the data "controller" is Jo MacDonald — Creative Counselling, Margate.
Do I have to give my consent to use your service?
Yes. During our initial screening call, I summarise the personal information collected and seek your clear verbal consent to hold and use this data. A secure record is kept of this agreement and my Privacy Notice is then emailed before our first session so you have everything in writing.
How do I raise a concern or complaint?
I aim to meet the highest standards when collecting and using personal information. However, if you are unhappy with how I have handled your personal data, you have the right to complain.
Internal process: please raise the issue with me, Jo MacDonald, directly in writing at hello@creativecounsellingmargate.co.uk so I can attempt to resolve it.
External process: if you are still unsatisfied, you can contact the Information Commissioner's Office (ICO), the statutory body that oversees data protection law in the UK, at ico.org.uk/make-a-complaint or on 0303 123 1113.