Your confidential information – how is it stored?
When we agree to work together, we go through confidentiality in some detail and this is set out in our contract which we agree together. If you have any questions about your information that are not answered below, please do get in touch and we will be happy to answer them for you.
How we obtain information about you on initial contact:
When we first agree to work together, we will need to obtain some basic information about you which we take steps to protect and keep confidential. Your privacy is very important. Generally, information will include your name, telephone number and/or email address and your GP contact details. If you contact us via this website, or by email, we may receive technical data e.g. Internet Protocol (IP) address. I
Where we receive information via a third party for example a counselling directory, the information is determined by the relevant third party. Similarly, where the referral comes from a work place or other agency, the information I obtain is determined by them.
The majority of information we obtain about you however, will be obtained verbally through our work, or possibly via text, telephone or email correspondence. It is an ethical requirement to keep your data and any records about our work confidential. We must:
- Keep your contact information securely and separate from any client notes or records
- Code your records for confidentiality
- Not use your name in our client records
- Keep records of dates of our sessions
We may store information about you in the following ways:
- On a work mobile phone in the contacts directory
- In a protected document on the hard drive
- In hard copy in a locked location
- On the commissioning agency Account Record (hosted by third party app) where applicable
How we will use the information stored about you:
- To make initial and ongoing contact during our work together
- To enable us to work in an ethical manner (e.g. in work with our supervisors). This is discussed in detail in our initial meeting as part of our contracting
- In the event of a safeguarding issue. This is discussed in detail in our initial meeting as part of our contracting
In some emergency situations we may be required to share your information:
- To contact the emergency services in the event of an accident or sudden illness
- In the event of records being subpoenaed by the Courts
- In the event that we receive a Consent Form signed by you for the release of your notes
- Should anything happen to your counsellor, they have a Professional Will. The Executor of the Professional Will has written permission to access your information in an event of exceptional circumstance (e.g. death). The Counsellor’s Executor is also a qualified counsellor and abides by the same ethical standards as we do. The Executor does not have access to your information unless in an event of exceptional circumstance.
What we will not do with your information.
We will not share any of your information with anyone for marketing purposes. Each counsellor working for White Hart Therapies keeps their own records and abides by these rules; they do not have access to each other’s client records.
When and how do we destroy your information?
Ethically, we are required to hold records of our meetings for a period of time. However:
- We may shred or remove any contact information from contacts records and invoice systems
- We may remove your doctor’s information from the contract
- We may delete any electronic communications between us
When our work has been completed for seven years, we will shred any remaining information that we have kept regarding our work whether it be hard copy or electronic. Should you have any questions in relation to the way we protect your information, please do not hesitate to ask us.