Privacy Policy and Code of Ethics
Mind Calm Counselling is committed to protecting your privacy and handling your personal information in a safe, secure and transparent way. This Privacy Policy explains how your personal information is collected, used, stored and protected.
Code of Ethics
I am a registered member of the National Counselling and Psychotherapy Society (NCPS) and work in accordance with their Code of Ethical Practice.
Details of the NCPS Code of Ethics can be found on the NCPS website.
Information I Collect
To provide counselling services, I may collect and process personal information including:
- Your name, address, telephone number and email address.
- Emergency contact details where appropriate.
- Relevant health and wellbeing information shared during counselling.
- Session notes relating to the therapeutic work undertaken.
- Appointment and payment records.
- Information submitted through website contact forms.
I only collect information that is necessary to provide counselling services safely and effectively.
How Your Information Is Used
Your personal information is used for:
- Arranging and managing appointments.
- Providing counselling services.
- Maintaining clinical records.
- Meeting professional, ethical and legal obligations.
- Communicating with you regarding your therapy.
Your information will never be sold or shared for marketing purposes.
Secure Storage
I take reasonable steps to ensure that your personal information is stored securely and confidentially.
Electronic records are stored using password-protected systems and devices. Any paper records are stored securely and access is restricted to the data controller.
Information is retained only for as long as is necessary to meet professional, ethical, legal and insurance requirements. At the end of the retention period, records are securely destroyed.
Confidentiality and Legal Exceptions
Everything discussed during counselling is treated confidentially.
There are, however, some circumstances where confidentiality may need to be broken. These include:
- Where there is a serious risk of harm to yourself or another person.
- Where there are safeguarding concerns involving a child or vulnerable adult.
- Where information relating to terrorist activity or serious criminal activity is disclosed.
- Where records are requested through a court order or other legal obligation.
Where possible, I will discuss any need to breach confidentiality with you before taking action.
Your Rights
Under UK data protection legislation, you have a number of rights regarding your personal information.
Right of Access
You have the right to request a copy of the personal information I hold about you. This is known as a Subject Access Request.
Right to Rectification
You have the right to request that inaccurate or incomplete information is corrected.
Right to Erasure
You have the right to request the deletion of your personal information in certain circumstances.
Please note that there may be occasions where I am required to retain information to meet legal, professional or insurance obligations.
Right to Restrict Processing
You have the right to request that the processing of your information is restricted in certain circumstances.
Right to Data Portability
You have the right to receive personal information you have provided in a commonly used electronic format and to request that it be transferred to another organisation where appropriate.
Data Controller
For the purposes of UK General Data Protection legislation, the Data Controller is:
Karen Johnson
Mind Calm Counselling
Email: karen@mindcalmcounselling.co.uk
Data Protection Complaints
I take the privacy and security of your personal information seriously.
If you have any concerns about how your personal information has been collected, stored, used or shared, I encourage you to contact me in the first instance so that I have the opportunity to understand and address your concerns.
Complaints relating to the handling of personal data can be made by email to:
karen@mindcalmcounselling.co.uk
I will acknowledge your complaint within 30 days and will investigate the matter fairly and thoroughly. I aim to respond without undue delay and will keep you informed if additional time is required.
If you remain dissatisfied following the outcome of your complaint, you have the right to raise your concerns with the Information Commissioner’s Office (ICO).
Cookies
This website uses cookies to help the website function effectively and to understand how visitors use the site.
Where required, you will be given the option to accept or manage cookies through the website cookie banner. You can also control cookies through your browser settings.
Further information about cookies and your privacy rights can be obtained through the Information Commissioner’s Office (ICO).
Policy Review
This Privacy Policy may be reviewed and updated periodically to reflect changes in legislation, professional requirements or business practices.