I adhere to the Data Protection Act and the General Data Protection Regulations by ensuring all your Personal and Special Categories information which include case notes, printed emails, letters, reports and referral documents will not be shared without first obtaining your explicit consent, unless am subpoenaed by a court of law.
Storage of information
All your Personal and Special Categories Information will be stored in a locked filing cabinet. Only one person will have access to this information and in the event of my unfortunate demise my Living Will, will have an appropriate person, who has been appointed to take ownership of your Personal and Special Categories Data and if this comes into force you will be notified of these changes.
All your Personal and Special Categories Information will be retained within a locked filing cabinet for a period of seven years after closure of our counselling contract. After the seven years your information will be destroyed safety and securely with the use of a double cross shredder.
Any electronic records and information such as emails will be kept for a period of seven years after closure of our counselling contract and after the seven years all your electronic information will be deleted.
Mobile Phone Device Contact Details & Text Messages
Your contact details will be added into my work phone for the duration of your counselling sessions and will be deleted from my mobile device 3 months after your case has been closed. Any text messages that you send directly to my mobile number will be printed off and deleted from my mobile device within 3 months and the printed copy will be stored and retained with your case notes for seven years after closure of our counselling contract.
You have the right for me to ensure that the Personal and Special Categories information I retain on you is accurate and kept up to date. Should any of your information be incorrect or require amending please notify me as soon as practical for me to amend and update your information accordingly. You have the right at any time to revoke your consent and/ have your information erased at any time. I am duty bound to ensure I abide by your request unless there is any other residing legislation preventing me from doing so.
Subject Access Request
You have the right to access to request copies of any Personal or Special Categories information that I currently retain about you. If you require a copy of this information, you will need to put this request in writing to me and I will respond within 30 days of your written request.
Breach of Confidentiality if for any reason you feel I’m in breach in retaining your confidentiality, you will need to write to Jean Hinsley of Suffolk Counselling Services OR contact the Information Commissioners Office (ICC) on 0303 123 1113.
I ……………………………………………………. have read and understood what Personal and Special Categories information Jean Hinsley of Suffolk Counselling Services is collecting and retaining from me in order to provide me with a counselling service. In signing above, I am giving my explicit consent for you to store, retain my personal and sensitive information for a period of seven years until such time you have my permission to safely and securely destroy all my data by using a double cross shredder.
Jean Hinsley: Suffolk Counselling Services: Bury St Edmunds: Suffolk: Telephone Number: 07917 480 639
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