Privacy Notice
This statement confirms how I, Sophie Bayley, of Sophie Bayley Counselling use and protect any information that you give to me whilst using this service.
I am committed to safeguarding and protecting your information. If I ask you for any information it will only be used according to this privacy statement.
I may change this policy from time to time in line with legislation and whilst we are still working together I will provide you with a copy of any change. If we have ceased working together and you would like a copy of my up to date privacy policy, I will provide one on request.
For the purposes of the Data protection Act 1998 and the General Data Protection Regulation 2016 Sophie Bayley is the Data Controller of Sophie Bayley Counselling.
Your Data
Information that I collect: I store your name, telephone number, email address, Skype details and other information that you have provided me with. I will also write brief session notes.
How I store information: I keep brief notes recording the themes of our counselling sessions. These are stored in a locked document file box. I store your contact details separately from your written notes. All paper and digital files will be destroyed 7 years after your counselling sessions end, unless agreed otherwise. I also store a password protected document with your phone number.
Your contact and appointment details will be kept for 7 years after your sessions end and then destroyed, unless agreed otherwise.
Any emails, texts or other messages will be deleted over time but no later than one month after receipt unless they form part of your notes or form part of income tax purposes, in which they will be kept for 7 years as above.
Your telephone number is stored on my phone only as your initials until your sessions come to an end, as at which point will be deleted. If I change phones, then I will factory reset the old phone and everything removed. I store a note of your appointment in my paper diary with only initials. This is also kept for 7 years.
If I am incapacitated or die whilst working in counselling practice, I have a clinical will in place to notify people and secure and delete data. A nominated and trusted counsellor will have access to my records only at this point to inform anyone I am currently work with, and work sensitively with them at this time, and to responsibly dispose of my records.
How I use this information: I will use your contact details to engage in my work with you according to my contract, including contacting you about appointments, keeping records such as appointments, and running and maintaining my business. I also keep brief notes of counselling sessions in order to support me in offering you counselling. I will not use contact information or session notes for any other purpose than this notice and my contract. If for any reason I am asked to provide a report of the sessions – e.g. at your request – then this will be sent to you, for your approval before it is provided to the person requesting it. It will also be stored for 7 years.
I may also use the information you have given me to contact a GP or trusted person if needed.
Your rights to access information: You have the right to see any information that I hold about you. Unless prevented so by legal reasons, I will provide this information to you within a month of your request. I am also happy to look at this within a sessions. You have the right to ask me to change any information that I hold that is incorrect and ask me to delete any information that I hold about you. I will do this except for any information I need to hold for legal purposes such as business tax purposes.
Complaints: If you wish to complain about how I hold your data in any way, then in the first instance, please contact me, Sophie Bayley who is the data controller of Sophie Bayley Counselling. If you have any further complaints which are not addressed, you should then contact the Information Commissioner’s Office at hhtps://ico.org.uk/concerns/handling or 0303 123 1113.
Breaches: I will report any data breach to the Independent Commissioner, to BACO and to yourself within 72 hours if it becomes apparent that any data is stolen. My data protection reference is ZA378283
Contact: If you wish to contact me with questions, concerns, complaints or request your information, please discuss in session or contact me at [email protected] or 07342 288 183
September 2018
This statement confirms how I, Sophie Bayley, of Sophie Bayley Counselling use and protect any information that you give to me whilst using this service.
I am committed to safeguarding and protecting your information. If I ask you for any information it will only be used according to this privacy statement.
I may change this policy from time to time in line with legislation and whilst we are still working together I will provide you with a copy of any change. If we have ceased working together and you would like a copy of my up to date privacy policy, I will provide one on request.
For the purposes of the Data protection Act 1998 and the General Data Protection Regulation 2016 Sophie Bayley is the Data Controller of Sophie Bayley Counselling.
Your Data
Information that I collect: I store your name, telephone number, email address, Skype details and other information that you have provided me with. I will also write brief session notes.
How I store information: I keep brief notes recording the themes of our counselling sessions. These are stored in a locked document file box. I store your contact details separately from your written notes. All paper and digital files will be destroyed 7 years after your counselling sessions end, unless agreed otherwise. I also store a password protected document with your phone number.
Your contact and appointment details will be kept for 7 years after your sessions end and then destroyed, unless agreed otherwise.
Any emails, texts or other messages will be deleted over time but no later than one month after receipt unless they form part of your notes or form part of income tax purposes, in which they will be kept for 7 years as above.
Your telephone number is stored on my phone only as your initials until your sessions come to an end, as at which point will be deleted. If I change phones, then I will factory reset the old phone and everything removed. I store a note of your appointment in my paper diary with only initials. This is also kept for 7 years.
If I am incapacitated or die whilst working in counselling practice, I have a clinical will in place to notify people and secure and delete data. A nominated and trusted counsellor will have access to my records only at this point to inform anyone I am currently work with, and work sensitively with them at this time, and to responsibly dispose of my records.
How I use this information: I will use your contact details to engage in my work with you according to my contract, including contacting you about appointments, keeping records such as appointments, and running and maintaining my business. I also keep brief notes of counselling sessions in order to support me in offering you counselling. I will not use contact information or session notes for any other purpose than this notice and my contract. If for any reason I am asked to provide a report of the sessions – e.g. at your request – then this will be sent to you, for your approval before it is provided to the person requesting it. It will also be stored for 7 years.
I may also use the information you have given me to contact a GP or trusted person if needed.
Your rights to access information: You have the right to see any information that I hold about you. Unless prevented so by legal reasons, I will provide this information to you within a month of your request. I am also happy to look at this within a sessions. You have the right to ask me to change any information that I hold that is incorrect and ask me to delete any information that I hold about you. I will do this except for any information I need to hold for legal purposes such as business tax purposes.
Complaints: If you wish to complain about how I hold your data in any way, then in the first instance, please contact me, Sophie Bayley who is the data controller of Sophie Bayley Counselling. If you have any further complaints which are not addressed, you should then contact the Information Commissioner’s Office at hhtps://ico.org.uk/concerns/handling or 0303 123 1113.
Breaches: I will report any data breach to the Independent Commissioner, to BACO and to yourself within 72 hours if it becomes apparent that any data is stolen. My data protection reference is ZA378283
Contact: If you wish to contact me with questions, concerns, complaints or request your information, please discuss in session or contact me at [email protected] or 07342 288 183
September 2018