T&C and Privacy

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Confidentiality and privacy – your records

I am registered with the Information Commissioners Office (ICO) for purposes of data protection. I keep various details about you, such as name, address, date of birth, GP surgery, together with general notes from sessions.

Your name, address, date of birth and GP surgery, referral, contact number and email address are recorded on a sheet, which is held on a folder that only I have access to. In addition, I record these details on my secure computer system, which only I can access. I also store your unique client code and telephone number on my phone, which is secure.

I keep notes on our sessions every time we meet. These notes are a record of what we have discussed, are used to help me process the information in the session, and to remember what we talked about. These notes are kept on my computer system and are only accessible by myself. My notes contain information about the session, and where appropriate, about you, such as your job role, marital status, country of birth, sexual orientation (for example). I will use your phone number or email address to send reminders about forthcoming appointments.

My storage systems

I carry my folder with your basic details around with me. Out of work, it is stored securely where no-one can access the information. My computer system is a personal cloud-based system that only I have access to. It is a private system, based on a secure server, and can only be accessed by my login details and Two Factor Authentication, which is extremely secure. My phone is kept with me all the time and is secured by a personal code.

Sharing information

All records are confidential, and the only circumstances where information about you would be divulged would be because of a court summons, or in an emergency. Nothing will be shared with employers, doctors, family, friends or anyone else.

Where someone is at risk

In this case, confidentiality can be broken to maintain life and limb. For example, where someone is at risk of physical harm. Where possible, breaking confidentiality would be discussed with you beforehand, but risk to the person(s) involved takes precedence.


Supervision is an important part of counselling and allows me to understand and process the work I do with you. I do not divulge your name, so this remains private and confidential.

In an emergency

In an emergency, such as me being admitted to hospital for example, my folder would be passed to my supervisor for them to contact you regarding any appointments, and to speak you where necessary about me.

Your consent

Under the General Data Protection Regulation (GDPR) which came into force in May 2018, I am required to ask you for consent for me to keep and use this information as part of the counselling agreement between us. Under this consent, you can see any information I hold about you, ask for it to be changed where you consider it to be incorrect, and for it to be deleted. You can withdraw this consent at any time.