General Data Protection 

The General Data Protection Regulation (GDPR) is concerned with the personal information about you and how it is collected, stored and shared. This is the GDPR statement of by Louise Henderson of Evolve Wellbeing Services, a Counsellor and Wellbeing Practitioner offering counselling and wellbeing services in person and online as well as related online resources. Here you find information on how I collect, store, and share information collected. Please note that information collected varies according to your interaction with me, i.e. whether you access services online (such as free resources) and/or in person / online therapy.

GPDR and Client Agreements. 

Web access and collection of information online

When you contact me to request any services, I collect information about you. I also collect information about you when you voluntarily book for a free 15min consultation, complete contact forms and/or subscribe to my mailing list or free online resources. Information is also collected about you when you visit my website https://evolvecounsellingtyneandwear.co.uk/ and Facebook page https://www.facebook.com/evolvecounsellingandinteratedwellbeingservices/ by using Google Analytics and cookies. If you enter the website via a search engine or social media platform please be aware they will hold their own privacy polices and GPDR statement. If you are unsure about the policy and regulations they follow, please check with them directly.

The website is for information purposes only, it provides information about me and the services I provide. On the website there isn’t currently an option to subscribed to services or a contact page. You are provided with my email address where you can contact me, voluntarily, to obtain services or information about services. You wont be asked to provide any personal information on the website. This is to minimise areas where personal information is collected.

Social Media allows you to interact voluntarily via your personal profile by Liking, Sharing, Commenting and Messaging on the page. Depending on your own security and privacy settings this may provide access to your personal profile and the data you provide on it to me and others interacting with the page.

When replying to your enquiries you may be asked to provide personal data about yourself so i can advise you about which services are suitable or to arrange a consultation. 


 Storing pre-consultation information (collected when booking a consultation online): 

When you book online, you are asked to provide some details about you and what you are looking for. The details collected are name, whether seeking online/in-person therapy, individual/couple therapy, reasons for seeking therapy, current coping strategies, whether able to commit to weekly sessions and whether you approve being sent emails relating to therapy sessions.

If you decide to use the services I provide you will be asked to sign a  client contract and GPDR statement, this is to acknowledge that we are in agreement on the GPDR policy, you consent to using the services and the terms and conditions.  


Cookies and marketing

On the website https://evolvecounsellingtyneandwear.co.uk/ please be aware that cookies are used to ensure the ease of use. Facebook marketing is at times used to provide information about posts or other services. If you have visited my website, you may see information about my services and updates.

Medical History collection and confidentiality (used for therapeutic work only)

Relevant medical history is kept confidential within the service and all information is stored securely. I follow the ethical guidelines of the British Association of Counselling and Psychotherapy (THE BACP) and ICO to ensure that your information about you is collected and stored securely.


When you contact me to access the services I provide, I collect your personal information including: your name, date of birth, address, phone number, email address, family relationships, occupation, previous therapy, medical history, and medication. I keep records of your appointments, a brief note on the topics covered during the sessions. This information is collected for treatment purposes only.


Session related information attendance and topics covered in the sessions will be initially stored electronically without identifying details and protected by a coding system. Your personal details and any information collected during the initial intake meeting (including possible referral letters, questionnaires) are stored in paper format in a locked cabinet. Once you have finished working with me I store hard copies of the sessions notes in your file that is in a locked cabinet. The information is kept up to 7 years after you have completed working with me for legal reasons.


Working with private medical insurance companies: I share your attendance with the referring insurance company. If we need to request further sessions for you, I share some details of your sessions such the focus, progress, and need for further sessions with the insurance company. You get to see the report prior to it being shared and you may request information being omitted if you wish to do so.


Working with organisations. 

If you use or receive services provided from me via a separate organisation or Charity I will collect information as above. Please be aware that any information you provide to the organisation will apply to their own policy's and regulations. If you are unsure please check directly with them.


Storage Methods for services:

• Paper written notes

• Electronic storage: unidentifiable, brief session notes covering the topics covered are held stored electronically and protected with a password until we stop working together. Then the notes are printed out and placed in your hard copy file which stored in a locked cabinet.

• Phone: I use a very basic mobile phone for communication and I do not store your contact details on it. SMS is not used for general communication.

• Email: I used GMAIL based email. Your email address and our correspondence will be stored in my email account.

• Website: your personal information is not stored on my website.


Sharing information

Supervision

As part of ethical practice, I am required to seek regular consultation with another therapist who is qualified in this process. This is to ensure that I am able to work to best practice and offer an ethical service that is helpful to you. The consultation process is also protected by confidentiality and my consultant will not know you personally nor professionally. It takes place verbally and I refer to you by your first name. This process is to ensure my professional development.


You are asked to sign a consent form and confidentiality agreement, this outline when it maybe necessary to share your information with a third party. As discussed above the exceptions to sharing information about you may take place if there was a danger to yourself or others, you are involved in acts of terrorism, drug trafficking, child protection issues or money laundering.


I do not provide information to third parties nor do i sell information to anybody.


In case of emergency

If I have a reason to believe that you are at risk to you self, to someone else or there are child protection issues I am required to act upon these concerns. In that case I am obliged to breach confidentiality by speaking to e.g. a crisis team (harm to self) or the police (harm to others / an organisation e.g. in case of terrorism) or child protection services / NCPCC.


 If I have to breach confidentiality, where ever possible I aim to discuss this with you first.


If I was to encounter an emergency myself and was unable to contact you myself, your name and contact details might be shared with a trusted person to inform you about the changes in our meetings. No other personal information would be shared.


Complaints:

Should you be dissatisfied with the service you receive and to prevent matters from escalating, I hope we can establish a therapeutic relationship, which includes open communication and you are able to raise any concerns in the session. I also hold a Professional Indemnity Insurance and I am a member of the BACP.


Your rights

You have the following rights…

• To be informed what information is collected and how it is stored

• To see the information I hold about you

• To rectify any inaccurate or incomplete personal information

• To withdraw consent to me using your personal information

• To request your personal information be erased (although if the information is needed for me to practice lawfully and ethically I can decline)


Client agreement

A printed copy of the privacy policy will be given to you and signed by both you and me. This is to acknowledge that we agree on the policy. 

Signed Consent is required and parental consent is required for under 16's before using services.  Services will not be delivered  without this.

This is not a crisis services, all services need to be booked and paid for in advance by BACS.

Payments are non-refundable.

Please give 48 hours notice if you need to cancel, rearranging appointment will incur and additional fee to cover costs. 

During sessions in public areas and buildings please adhere to any guidelines or regulations with regards to; accidents, health and safety, fire or emergency. If you are unsure, please check with a member of staff employed by the building or grounds. 

Prices are subject to increases, this will always be kept to a minimum to cover costs.

I reserve the right to update and make changes to this policy.