Looking after your data

Your privacy is important to us and as such we’ll do all we can to protect your personal information.

Who is the Data Controller?
Kerry Rawlings
 
What personal client data we hold?
Client contact details, client emails, client session notes, client next of kin and/or emergency contact details, client GP details.
 
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Who we share it with:
As managers of Heart to Heart Bristol it is our responsibility to share client information with the relevant counsellor as part of the referral process. This information is then kept securely via password protected, electronic files.
We do not share your personal information with any 3rd party. (unless in the event of a safeguarding concern which will be written in the contract you have with us)
 
What we do with it:
The client’s personal information is stored within secure files to which a password is needed to access these details. Session notes are stored securely by our counsellors either in paper form which is kept in locked facilities or electronically, which is accessed via password secured devices. The counsellor’s personal electronic devices include (tablets, iPad, iPhone, other smart devices), which are all registered to our individual counsellor’s Personal accounts. 
 
Is the Data Controller registered with the Information Commissioner’s Office (ICO)
Yes
 
 
How we ask for and record consent:
It is explained to the client during the first assessment session, that counsellors working under Heart to Heart Bristol are required to keep client notes in accordance with the code of ethics, outlined by the British Association for Counselling and Psychotherapy (BACP), which are all registered members. We ask each client for their permission to store and keep data about them, which is stated in the client contract form and that all client information is securely stored via encrypted electronic files.
 
How long are records kept:
Client appointment details/ contact sheets are kept via encrypted electronic files or paper form in locked cabinets and stored for a maximum of 7 years after a client has ended, then all client files are securely destroyed. The client’s session notes are kept by the individual counsellor only anything from 2 months to 7 years this could be subject to change depending on the counsellor’s individual insurance requirements. You can request this information from your counsellor at any time.
 
Legal basis for processing personal data:
 As an organization Heart to Heart Bristol and the counsellors within are required as a member of the British Association for Counselling and Psychotherapy (BACP) to store and keep client contact details and client session notes.
 
Circumstances in which data may be shared with other agencies:
There are some circumstances where confidentiality can be broken, the circumstances detailed below are disclosed to us this may result in us breaking confidentiality:
 
If the Client is at immediate risk or substantial harm to self or others
 
Under a legal requirement, e.g. terrorism, drug money laundering, The children’s act etc
 
Summons of clients notes via a court order
 
Depending on the circumstance, we would always aim to discuss this with the client before taking any action wherever possible. The Limits of confidentiality are discussed during the first initial session with the client and counsellor and written in a contract that both parties will sign and have a copy of.