This policy is effective from 25th May 2018.
Who are we?
Margaret Webb Counselling and Psychotherapy is an independent counselling, psychotherapy, training and supervisory service based in Glasgow.
We may change this policy from time to time by updating this page. You should check this page to ensure that you are happy with any changes.
What types of information do we hold?
Margaret Webb Counselling and Psychotherapy keeps a range of information in order to provide you with our Services.
- Name and contact details including email address, postal address and telephone number
- Date of birth and gender
- Payment details
- Relationship status
- Ethnic origin
- Anonymised counselling notes from any counselling sessions undertaken.
What sorts of sensitive information do we hold
In some cases, Margaret Webb Counselling and Psychotherapy may keep what is called ‘sensitive information’ in order to provide you with our Services.
- (For those attending counselling) health details
- (For those attending counselling sessions) we may record counselling sessions with the appropriate written consent
- (For those attending counselling sessions) where relevant to counselling sessions, your sexual life, sexual orientation, beliefs and other sensitive data.
- We may record training sessions with appropriate written consent
How we use your information
The information collected by Margaret Webb Counselling and Psychotherapy may be used to complete the following:
- To provide you with our Services
- To communicate with you and provide details of our Services
- To arrange, cancel or reschedule appointments for counselling, training or supervision
- To take payments or process refunds
- Personalising the delivery of our Services to you
- Statistical analysis
- Research purposes
- To find ways to improve our Services
- To monitor diversity and equal opportunities
- To maintain a record of our correspondence with you
- To record your attendance and record anonymised notes of your counselling sessions
- To flag risks.
Who might we share your information with?
In the routine provision of our Services we have no need to share your information with any other party. However, there are some exceptional circumstances when we may need to share your information, for example:
- any stated purposes we tell you about when you supply us with the information
- as part of our duty to protect a child, vulnerable adult, yourself or the public, including sharing with other registers
- for the prevention and detection of a crime
- for the assessment of any tax or duty
- if we are required to do so by any court of law.
Under General Data Protection Regulations you have the following rights regarding the data that we collect and process in the delivery of our Services. These are:
- The right of access to your data, specifically:
- The right to confirmation that your data is being processed
- The right to access your personal data held by us
- The right to rectification of your data if it is inaccurate or incomplete
- The right to be forgotten – your right to request deletion or removal of data held by us
- The right to restrict processing of your data by us: You have the right to object to us processing your personal information if we are not entitled to use it anymore, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.
- The right to data portability – your right to obtain and reuse your personal data where:
- It is personal data you have provided to us
- Data is processed by your consent, and
- Data is processed automatically.
- The right to object to:
- Processing of your data based on legitimate interests or concerns
- Direct marketing
- Processing for purposes of scientific/historical research and statistics
How long do we keep your information for?
We will keep your personal data in order to provide you with our Services. Your personal information will be retained in accordance with law and regulation, and we will never keep your data for longer than permitted.
- Information regarding counselling appointments
- Paper copies: retained for 3 years
- Electronic copies: retained for 1 year
- Counselling records are retained for a period of 3 years after the conclusion of any counselling sessions
- Complaints information is retained for a period of 3 years
- Training records are retained for a period of 1 year after the conclusion of the training course
- Complaints information is retained for a period of 3 years.
- Details of online enquiries regarding any of our Services are retained for 1 month.
If asked to do so by you, we will delete your personal data if it is no longer necessary for the provision of our Services to keep them.
Links to other websites
We may provide you with links to other websites. These external websites are not under our control. As a result, we will not be liable to you for any issues arising in connection with their use of your personal data, the website content or the services offered to you.
We advise that you exercise caution and look at the privacy statement applicable to the website in question.
Sharing data on social media
In the process of using our Services, you may have the opportunity to share information through social media networks like Twitter and Facebook. This can be, for example, when you ‘retweet’, ‘like’, ‘share’ or review our Services.
When you do this your personal information may be visible to the providers of those social media services, their other users and other third-party organisations. It is, therefore, your responsibility to be aware of this and use the appropriate privacy settings on your social media accounts so that you have control over how your data is used and shared.
The security of your information is of the utmost importance to us. In order to prevent unauthorised access or disclosure of your data, we have put in place suitable physical and electronic procedures to secure the information we collect.
Paper copies of data are kept under lock and key and are disposed of when no longer necessary through confidential shredding. Access to these files is limited to persons who require access to do their jobs.
Access to electronic files is similarly limited and controlled using passwords and restricting access to files.
If a security breach is suspected there is a procedure in place to ensure it is limited and security is restored and updated accordingly.
A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added. Please note you cannot be identified from the cookie data we collect.
Overall, cookies help us provide you with a better website. A cookie in no way gives access to your computer or any information about you, other than the data you choose to share with us (e.g. by completing an enquiry form on our website).
You can choose to accept all cookies, decline cookies or select individual cookie types to accept/decline by updating the settings on your Internet browser.
Controlling your personal information
Margaret Webb Counselling and Psychotherapy will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
If you wish to exercise any of your rights as set out above, have a question about this policy, have a question about the way your personal data is processed, or a complaint about this policy, please contact us.
This policy was last updated on 25thMay 2018.