How Indigo May Counselling uses your data
in accordance with the European Union's General Data Protection Regulations
Indigo May Roe is registered with the Information Commissioner's Office (ICO).
There are three kinds of information which I/Indigo May Counselling/Indigo May Roe collects: Client/Potential-Client information, enquiry information, and blog subscriber’s information.
Information stored about blog subscribers:
Information stored about enquirers:
Phone number (if offered)
Address (if offered)
Skype handle (if needed)
Information stored about clients and potential clients:
Skype handle (if needed)
A scanned copy of the client contract
The code used to anonymise the client on paper
Information about the client’s sessions (extremely brief, including dates, anonymised and kept on paper which is locked away)
Initial assessment notes
GP information (if you agree)
Closing notes about how your therapy has gone, which I will (if possible) fill out whilst discussing it with you and agreeing what information to include. This is Anonymised and kept on paper. If you are a DTCP (Dorchester Trust for Counselling and Psychotherapy) client, then closing notes will be shared with the DTCP.
The client is mentioned in personal process notes (client, their friends and family are all totally anonymised, includes dates and notes kept on paper and locked away)
Voice recordings (only with your express permission)
If there’s ever any change to which information being stored and who has access to it then you will be informed. Then you can make an informed choice about the update. You could choose to have all your data ‘forgotten’ before your data is used in a new way (see below for more details about being ‘forgotten’).
When/how can it be accessed/deleted?
Anyone who’s identifiable information is stored, can ask to be ‘forgotten’, meaning every record relating to them will be destroyed. You can also request access to your own stored identifiable information, initial assessment notes, closing notes and client session information, so it can be read by yourself or a new therapist, edited and deleted, if necessary. Indigo May Counselling's personal process notes are about me and my process, so they are not included in the information that can be requested. Information can be requested to be reviewed or forgotten via the website contact page www.indigomaycounselling.co.uk/contact.
Sensitive identifiable information, which is stored in the cloud (OneDrive -not accessible from my devices without the secure password) or on my mobile (only your name and number - accessed via secure password/fingerprint and not identified as client information), can be viewed/edited/deleted should it be requested. The password used to access the cloud can be changed (or data can be totally deleted) should any device that is logged into the cloud be stolen. You will be informed of any possible information breaches involving your information within 72 hours of the breach. Any breach will be investigated and you will be kept informed. All identifiable client information will be deleted/destroyed 5 years after the last appointment. All enquirer information will be deleted 5 years after the last contact.
Should I die, or be incapacitated I have an arrangement with another counsellor I trust to use your information to inform you. If I die all my client information will be deleted/destroyed by this other counsellor.
For all three kinds of information, the information will be kept in password/fingerprint protected places, unless it says in the bullet points above that it is anonymised on paper or recordings in which case it is still locked away. Voice recordings are either deleted within a month if not needed for supervision or after it is played in supervision (which is held at least bi-monthly).
How will information be collected?
Client information can be collected from their enquiry record and in person or over the phone (or from their third-party profile if the client was introduced by a third-party). Any client information collected in written form in a session will be transcribed or scanned to the cloud then the paper destroyed (unless the information is anonymised and kept on paper and except your name and mobile number which will also be kept on my mobile). Assessment and closing notes will be taken during and shortly the initial and ending sessions. Client session notes and my personal process notes will be written by me shortly after the session.
If you give express permission recording of sessions may be taken on the voice recorder. If you are on Skype, on the phone or you are visually impared you will be told when the voice recorder is on.
Subscriber information will be collected via the Indigo May Counselling website. Enquiry information will be collected via the website and added to if offered during subsequent contacts (by email, text or phone).
If you become a client via a third-party or my website, some of your information may be stored with the third-party and/or Wix.com. I will manage Wix.com information using the rules in this Privacy Notice. I recommend also consulting the GDPR Privacy Policies/Notices of any third-party and Wix.com.
Emails are stored with Gmail.com. I recommend you see Google/Gmail's Privacy Notices/Policy and that of your own email provider.
Only your name and mobile number will be stored on my mobile, which has a secure password/fingerprint entry. You will not be identified as a client on my mobile.
Some sensitive identifiable information will be kept on OneDrive, which is not accessible from my PC or my phone without a secure password.
If there’s ever any change to how the data is collected, you will be informed so you can make an informed choice about whether to be forgotten.
I access your data via my mobile and laptop, both of which require either a strong password or my fingerprints to access the data within.
How will information be used?
The only instance when your data might be sold is if the business Indigo May Counselling is sold. In this case, the new preparator will have to comply with what is written here or inform you of any changes and give you the opportunity to either be forgotten or opt out, should you not agree to the changes.
Enquiry information may be used to contact you via phone or email, to settle the enquiry. It may be transcribed onto client information should the Enquirer become a client
Subscriber information will be used to send new blog posts to your email address with marketing information about Indigo May Counselling. It may be transcribed onto client information should the subscriber become a client.
Client information will be used to contact the client in relation to the therapy. This includes scheduling appointments and sharing links etc which are relevant to the therapy. If you agree, I might give my client information about you (not my process notes) to another counsellor who may be able to better help you. If a court official requests a report, if a minor or vulnerable adult is in danger, or you are engaged in terrorism, I am legally obliged to pass on this information to the authorities. If I feel you are in immediate extreme danger or put me in extreme danger, then I reserve the right to contact your GP (if you have given me that information) or the Police about you and your situation.
Some of the client’s session information and my personal process information will be shared confidentially with my Supervisor, and/or any professional and confidential peer supervision, peer mentor or supervision groups which I may I attend. If permission has been granted, voice recordings of our sessions may be used in supervision. The professionals involved are all counsellors or counselling supervisors, who are bound to keep confidences via the ethics of their professional bodies. All reputable counsellors and psychotherapists would do the same and these kinds of practices are a requirement of the professional bodies I belong to and are requirements of every professional body relating to counselling and psychotherapy. It is a big part of staying safe as a counsellor, keeping my skills up to date and making me ready for clients.
There are very rare instances where a UK court might request your information through a court order. They would receive everything I have on you and the therapy sessions, but not my personal process notes, which is my personal information.
If there’s ever any change to how the data is used, you will be informed so you can make an informed choice about whether to be forgotten before the changes take place.
I access your data via my mobile and laptop, both of which require either a strong password or my fingerprints to access the data within. More sensitive data kept digitally will require another password to access it in One Drive.
Should I die, or be incapacitated I have an arrangement with another trusted counsellor to use your information to inform you. If I die all my client information will be deleted/destroyed by this other counsellor.
If you have any concerns about this data policy, please contact me via the contact page of my website https://www.indigomaycounselling.co.uk/contact. If you want to refer to this page in the future you can access it at this URL: https://www.indigomaycounselling.co.uk/data-handling