Mel Ciavucco Counselling and Training - Privacy Policy
Last updated September 2023
Introduction
Your privacy is important. Your personal information will be kept safe and secure, and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
This privacy notice is to inform you of how I collect, store and process your data, and the purpose of this. ‘Data controller’ is the term used to describe the person/organisation that collects, stores and has responsibility for people’s personal data. In this instance, the data controller is me. I am registered with the Information Commissioner’s Office (ICO, registration number: ZB556847)
The type of personal information I collect
I currently collect and process the following information prior to start of counselling:
How I get your personal information and why I collect it
When accessing my counselling services, I will collect your information to help me satisfy your enquiry on the basis that we may work together, which will include a form asking for your personal information as outlined above. This is provided to me via my Gmail email account. My contact form on my website (hosted by Weebly) is also connected to this email account. Should we not work together, I will ensure all of your personal information is deleted.
If you choose to have ongoing counselling sessions with me, I will store and process your personal data where necessary for our contract and work together. Whilst you are accessing counselling, everything you discuss with me is confidential, except when there is a risk of harm to yourself or others, as per my contract. Sensitive personal information that you may disclose to me is classed as ‘special category personal information’. The lawful basis for processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (a contract between me and you) and is for the benefit of your safety. In the case of risk of harm, I may need to contact your GP, emergency services, your emergency contact, the relevant crisis team or local authority, or any other professionals or organisations involved in your care.
I access clinical and peer supervision, all of which have contracts and confidentiality agreements. I will talk about all of my clients in supervision at some point, as per working ethically in accordance with the NCPS. I will not use client names and I will endeavour to avoid sharing any unnecessary personal details such as the client’s workplace.
How your details are stored
I endeavour to ensure your personal information is stored securely online, in password-protected documents, on a password-protected laptop with up-to-date security protection. In the case of any paper process notes (these are more about my thoughts and feelings), these will be stored in a lockbox, without names or identifying factors. Session notes and personal information about you will be held securely for 7 years after our sessions end, as recommended by my membership body - NCPS (National Counselling and Psychotherapy Society): www. nationalcounsellingsociety.org After this timeframe, notes and information will be deleted fully off my device, including from the “Recycling Bin”.
Third parties
Third parties may be involved in data handling, in the case of suppliers and processors of specific tasks. This includes my website provider, Weebly, should you use my Contact Form, as well as my email provider, Gmail. I also use a payment hander called PayIt, through Natwest (this payment method is secure and does not supply bank details to either party), and I use Zoom to host online sessions. I will endeavour to select the partners I choose to work with carefully and safely, and have contracts with them accordingly. I will ensure that they do not use your information in any way other than the task for which they have been contracted.
Mailing list
My website has a Mailing list sign-up option, this is using a “double opt in” system which means entering your email and ticking to agree to “marketing and promotional materials”. In my case, this means you may occasionally have an email from me (from my Gmail account) letting you know any training coming up, blog posts or publications, or news. These are only occasionally, less than once a month. If you sign up to my mailing list, your email will be stored in a secure password-protected document, and it is stored in Weebly, but it will never be shared with anyone else.
Training and events
I use Eventbrite to host some trainings, talks and events and I also partner with Online Events to offer training. Sign-ups to my Eventbrite trainings will receive emails relevant to the event. This data is stored in Eventbrite and is subject to their privacy policy. Likewise with Online Events, they do not share personal data of attendees with me, and have their own privacy policy: https://www.onlinevents.co.uk/privacy-policy/
Clinical will
A clinical will is in place in case of an emergency situation such as if I fall seriously ill, have an accident or are incapacitated in any way or in case of my death. I have an appointed trusted colleague, also a therapist, who will contact my clients in this case. Your details are held securely by a secure online platform designed for this purpose, called Clinical Will App (https://clinicalwill.app). The trusted appointed person will only gain access to your details in case of an emergency as above – this will be your contact details (email and phone number) but they will not have access to any session notes.
Your data protection rights
Under data protection law, you have the right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at www.ico.org.uk/your-data-matters
To make a request about any personal information I may hold about you, please put the request in writing to [email protected]
How to complain or raise a concern
If you have any concerns about the use of your personal information, or if you have any questions, you can contact me at: [email protected]
You can raise a complaint or concern with my membership body, NCPS - you can find their complaints procedure here: https://nationalcounsellingsociety.org/have-a-concern
You can contact the ICO on: 0303 123 1113 for further information on, or complaints about, data handling.
ICO website: https://www.ico.org.uk
Last updated September 2023
Introduction
Your privacy is important. Your personal information will be kept safe and secure, and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
This privacy notice is to inform you of how I collect, store and process your data, and the purpose of this. ‘Data controller’ is the term used to describe the person/organisation that collects, stores and has responsibility for people’s personal data. In this instance, the data controller is me. I am registered with the Information Commissioner’s Office (ICO, registration number: ZB556847)
The type of personal information I collect
I currently collect and process the following information prior to start of counselling:
- Your details: email address, phone number, postal address and date of birth
- GP details and emergency contact details
How I get your personal information and why I collect it
When accessing my counselling services, I will collect your information to help me satisfy your enquiry on the basis that we may work together, which will include a form asking for your personal information as outlined above. This is provided to me via my Gmail email account. My contact form on my website (hosted by Weebly) is also connected to this email account. Should we not work together, I will ensure all of your personal information is deleted.
If you choose to have ongoing counselling sessions with me, I will store and process your personal data where necessary for our contract and work together. Whilst you are accessing counselling, everything you discuss with me is confidential, except when there is a risk of harm to yourself or others, as per my contract. Sensitive personal information that you may disclose to me is classed as ‘special category personal information’. The lawful basis for processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (a contract between me and you) and is for the benefit of your safety. In the case of risk of harm, I may need to contact your GP, emergency services, your emergency contact, the relevant crisis team or local authority, or any other professionals or organisations involved in your care.
I access clinical and peer supervision, all of which have contracts and confidentiality agreements. I will talk about all of my clients in supervision at some point, as per working ethically in accordance with the NCPS. I will not use client names and I will endeavour to avoid sharing any unnecessary personal details such as the client’s workplace.
How your details are stored
I endeavour to ensure your personal information is stored securely online, in password-protected documents, on a password-protected laptop with up-to-date security protection. In the case of any paper process notes (these are more about my thoughts and feelings), these will be stored in a lockbox, without names or identifying factors. Session notes and personal information about you will be held securely for 7 years after our sessions end, as recommended by my membership body - NCPS (National Counselling and Psychotherapy Society): www. nationalcounsellingsociety.org After this timeframe, notes and information will be deleted fully off my device, including from the “Recycling Bin”.
Third parties
Third parties may be involved in data handling, in the case of suppliers and processors of specific tasks. This includes my website provider, Weebly, should you use my Contact Form, as well as my email provider, Gmail. I also use a payment hander called PayIt, through Natwest (this payment method is secure and does not supply bank details to either party), and I use Zoom to host online sessions. I will endeavour to select the partners I choose to work with carefully and safely, and have contracts with them accordingly. I will ensure that they do not use your information in any way other than the task for which they have been contracted.
Mailing list
My website has a Mailing list sign-up option, this is using a “double opt in” system which means entering your email and ticking to agree to “marketing and promotional materials”. In my case, this means you may occasionally have an email from me (from my Gmail account) letting you know any training coming up, blog posts or publications, or news. These are only occasionally, less than once a month. If you sign up to my mailing list, your email will be stored in a secure password-protected document, and it is stored in Weebly, but it will never be shared with anyone else.
Training and events
I use Eventbrite to host some trainings, talks and events and I also partner with Online Events to offer training. Sign-ups to my Eventbrite trainings will receive emails relevant to the event. This data is stored in Eventbrite and is subject to their privacy policy. Likewise with Online Events, they do not share personal data of attendees with me, and have their own privacy policy: https://www.onlinevents.co.uk/privacy-policy/
Clinical will
A clinical will is in place in case of an emergency situation such as if I fall seriously ill, have an accident or are incapacitated in any way or in case of my death. I have an appointed trusted colleague, also a therapist, who will contact my clients in this case. Your details are held securely by a secure online platform designed for this purpose, called Clinical Will App (https://clinicalwill.app). The trusted appointed person will only gain access to your details in case of an emergency as above – this will be your contact details (email and phone number) but they will not have access to any session notes.
Your data protection rights
Under data protection law, you have the right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at www.ico.org.uk/your-data-matters
To make a request about any personal information I may hold about you, please put the request in writing to [email protected]
How to complain or raise a concern
If you have any concerns about the use of your personal information, or if you have any questions, you can contact me at: [email protected]
You can raise a complaint or concern with my membership body, NCPS - you can find their complaints procedure here: https://nationalcounsellingsociety.org/have-a-concern
You can contact the ICO on: 0303 123 1113 for further information on, or complaints about, data handling.
ICO website: https://www.ico.org.uk
