Privacy Notice

Introduction

Data protection is about the fair and proper use of information about people. It is part of the fundamental right to privacy – but on a more practical level, it is about building trust between people and organisations. It is about treating people fairly and openly, recognising their right to have control over their own identity and their interactions with others, and striking a balance with the wider interests of society.

In the UK, data protection is regulated through the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA) 2018. This privacy notice explains how SE Coaching and Counselling (thereafter referred to as “I”) complies with these regulations and explains your rights in relation to the personal data of yours that I may hold.

SE Coaching and Counselling is registered with the Information Commissioner’s Office, registration number ZA816721.

What is Personal Data?

Personal data is data from which it is possible to identify you e.g. your name, address, telephone number, email address or IP address.

 Contact details

If you have any questions or concerns about your personal data in relation to the services that I offer, please contact Sue Eames, on 07918 691621 or at secoachingandcounselling@btinternet.com or via www.secoachingandcounselling.co.uk.

What type of personal information is collected?

  • Your name and contact details

  • Information about the reasons why you have sought my services.

  • A range of information relating to your personal situation that you share with me during a counselling or coaching session. This may include information of a personal and sensitive nature (called “special category” data). Examples of special category data include details about your race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, sex life or sexual orientation, criminal offences and convictions.

How is your personal information obtained and why do I have it?

Most of the personal information obtained and processed by me is provided directly to me by you, via my website, telephone, email or as part of a coaching and/or counselling session.

Your personal information may also be shared with me by a third party such as your GP or healthcare professional if you are referred to me by them.

I obtain this information so that I can contact you to either offer or deliver coaching and/or counselling services to you and in order that I can provide appropriate coaching and counselling support.

Is my personal data shared with any third parties?

I will not share your personal data with a third party, with the exception of the following situations:

  • I may share your personal information with your General Practitioner (GP), relevant healthcare practitioner or emergency services, if I believe that you are at risk of harming yourself or others. If these circumstances arise, I will make every reasonable effort to advise you in advance that I intend to share your personal data and with whom.

  • I may share your personal information with the relevant authorities if I am required to do so by law.

What is the legal basis under which I process your personal data?

Under the General Data Protection Regulation (GDPR), I rely on the following lawful bases for processing your information:

(a) Contractual obligation. I need to collect and process your personal data in order to deliver my contractual obligations to you.

(b) Your explicit consent. This relates to the collection and processing of any special category personal data that you choose to share with me during our work together e.g. health information, ethnic background, religious or philosophical beliefs, criminal convictions.  I will obtain your written consent at the beginning of our work together. You can withdraw your consent at any time by contacting me at secoachingandcounselling@btinternet.com .

How do I store your personal data?

Personal contact data may be securely stored in a smartphone, within Microsoft Onedrive cloud computing application and/or a locked filing cabinet at my premises in Fownhope, Hereford, UK.

Notes of coaching and/or counselling sessions (which may include special category personal data) may be securely held in paper format within a locked filing cabinet at my premises in Fownhope, Hereford, UK and/or within Microsoft Onedrive cloud computing application.

Any information which directly identifies you such as your name, address, telephone numbers or email addresses will be held separately from notes of your coaching and/or counselling sessions.

Deletion of personal data

Personal data will not be retained for any longer than is necessary, consistent with the purpose for which it was collected.

Personal contact information held securely within a smartphone will be deleted on conclusion of delivering the contracted services.

Personal contact information and notes of coaching and/or counselling sessions held in paper format and within Microsoft Onedrive cloud computing application will be retained for a period of 4 years from the conclusion of the contracted services, at which point electronically held information will be deleted from the computerised system and any paper- based data will be shredded.

The retention period has been chosen with reference to the time period within which formal complaints can be lodged with the British Association of Counselling and Psychotherapy (BACP).

Your data protection rights

Under data protection law, you have rights which include:

  • Your right of access: You have the right to ask me for copies of your personal information.

  • Your right to rectification: You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.

  • Your right to restriction of processing: You have the right to ask me to restrict the processing of your personal information in certain circumstances.

  • Your right to erasure: You have the right to ask me to erase your personal information in certain circumstances.

  • Your right to data portability: You have the right to ask that we transfer the personal information you gave me to another organisation, or to you, in certain circumstances.

  • Your right to withdraw consent: You have the right to withdraw your consent for me to process your personal data.

You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you. If you wish to exercise any of your rights please contact me, Sue Eames, at secoachingandcounselling@btinternet.com .

How to complain

If you have any concerns about my use of your personal information, you can make a complaint to me, Sue Eames,  at secoachingandcounselling@btinternet.com . You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how I have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113         ICO website: https://www.ico.org.uk