GDPR & Privacy Policy

GDPR & Privacy Policy

This GDPR & privacy policy governs the manner in which Sophie Wilkinson, Counsellor, Solution Focussed Hypnotherapist and Coach, operating as Sophie Clare Wellbeing or Sophie Clare Coaching & Hypnotherapy uses, maintains and discloses information collected from clients using www.sophieclarecoaching.co.uk (soon to be www.sophieclarewellbeing.co.uk) as well as by telephone, email and within private practice, in accordance with the Data Protection Act 1998, GDPR 2018 and as an Individual member of the British Association for Counselling and Psychotherapy (BACP). I am also registered with the Information Commissioners Office and hold membership with NHC for Hypnotherapy.

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In order to provide you with the best service possible, I need to hold your personal contact details and records of your therapy sessions.  As your counsellor, hypnotherapist or coach, I will collect and hold personal information about you (known as “Special category data”), as well as any other data relevant to the purpose of counselling, therapy or associated services offered.

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I collect and hold information in a variety of ways including, but not limited to, online forms, consultation documents, voice messages and note taking during telephone, online or therapy sessions.

I collect personal information from clients only if they voluntarily submit this to me. Clients can refuse to supply this information, but this may prevent them from benefitting from my services.

What information do I collect?

I collect names, addresses, telephone numbers, email addresses, ages (including date of birth) and current GP details. Any other information collected is considered confidential, including note-taking, and is stored away from identification details. I may also ask to record sessions to monitor the progress of our work together.

Why do I need it?

I need to store your details to provide you with the service you have requested and to comply with legal or professional body responsibilities in delivering that service.

How I use collected information

I use this information to make contact with you, to make assessments, record clinical notes and monitor progress. If applicable, I would use information to contact relevant individuals like your GP or emergency contact.

How I protect your information

Data is stored safely in compliance with GDPR and with appropriate security safeguards set out by the BACP. This includes physical, administrative and electronic security measures. Your data is kept confidential and secure in a locked filing cabinet at my home and/or on a password protected PC or phone.

Sharing your personal information and confidentiality

Personal information will not be used or disclosed other than for the purposes for which it is collected, except with the consent of the individual or as required by law. I have a duty to break confidentiality if there is the risk of harm to self and/or others. There are also circumstances when the law requires that I breach confidentiality to:

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·       Prevent a death

·       Safeguard children or vulnerable persons from abuse – The Children’s Act

·       Prevent or assist in the detection of crime including the Prevention of Terrorism Act

·       To honour requests of HM Courts

·       Disclose acts of money laundering or drug trafficking

I am required by professional standards to have clinical supervision to ensure I am always working ethically and professionally. No identifiable information is shared with my supervisor.

I will only retain personal information as long as necessary for the fulfilment of these purposes and in line with BACP requirements and my insurance company.  In most cases, this will be for no more than 7 years after the end of therapy (or 7 years after turning 18).  At this point email and phone contacts and correspondence on electronic devices will be deleted, and paper records destroyed.

I never share any information or data about you with external agencies or for any commercial purposes.

Your rights

You have the right to make a written request for details of personal information I hold about you.

If you believe information I hold is incorrect, incomplete or needs updating, please email me with details and I will make appropriate changes. I will show you any report or letter I write to a third party (GP) before I send it.

In certain circumstances you may request a limit to or ceasing of data processing. I have the right to refuse the request, for example, in order to defend myself in a claim situation, or to comply with my insurance terms and conditions.

If you believe your rights under GDPR regulations have been infringed, please contact me via email.  You can contact the Information Commissioners Office (www.ico.org.uk) to find out how such matters can be dealt with on your behalf. Their helpline is 0303 123 1113.

Complaints Process:

I am an Individual member (Member number: 01029770) of the British Association for Counselling and Psychotherapy (BACP) and adhere to their Ethical Framework for the Counselling Professions. If you have any concerns during our work together, or would like to raise a complaint, please discuss it with me in the first instance to see if we can resolve together. Any complaints that cannot be resolved directly with me should then be addressed to the BACP at 1 Regent Place, Rugby, Warwickshire, CV21 2PJ.

Changes to this privacy policy

I may update this privacy notice from time to time, so please check back on this page for any updates. If you are a client, I will provide you with a new copy for your records.

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Your acceptance of these terms

By visiting my website, submitting a form, sending an email, booking and attending a call or meeting with me, you are accepting these terms and providing me with basic contact information and data so that I can contact you in relation to my services. When you decide to work with me, I will then send you a copy of this privacy policy to sign to show your  acceptance of these terms before I collect any other data.

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