Nicola Crossland Counselling and Psychotherapy

Privacy Policy

1.    Introduction

UK data protection legislation means that you have the right to know about what happens to information about you. This privacy notice tells you what I will do with your personal information in relation to my counselling and psychotherapy practice, from initial point of contact through to after your therapy has ended. You can contact me via nicola@nicolacrossland.co.uk if you would like to ask me any questions about it.

‘Data controller’ is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me. I am registered with the Information Commissioner’s Office (registration reference ZC000701). You can read more about data protection on the ICO website: https://ico.org.uk/for-the-public/

2.    What information I collect and use

2a. Initial contact

When you contact me with an enquiry about my counselling and psychotherapy services I will collect information to help me satisfy your enquiry. This will include whatever contact and other details you share with me. If you decide not to proceed, I will delete this data within three months. If you would like me to delete this information sooner, just let me know.

2b. During therapy

If you decide to go ahead with counselling/psychotherapy with me, I need the following information to provide this service:

  • Your name, address, phone number and email address.
  • Emergency contact details.
  • Your GP practice details.
  • Any mental health professionals and/or services you are seeing
  • Your age

I also ask for the following information which you can optionally give me:

  • Health information (current relevant medication, and any information relating to your mental and physical health or other conditions you wish to share with me).

I keep notes from our sessions.

I keep a digital copy of the therapist-client agreement we have both signed.

I store your information electronically in password-protected cloud storage. Emails are stored in a secure email provider. Your phone number, and any texts, and records of calls, will be stored in my password-protected mobile phone.

2c. After therapy has ended

I delete your phone number, address, emergency contact, and GP practice details from my records 3 months following the end of our work or last contact.

I keep a copy of our contract, notes, records of communications between us including emails and texts, and health information related to our sessions for 7 years from the date we finish working together, after which I delete them.

3. Lawful bases for the collection and use of your data, and your rights

I use the following lawful bases for collecting or using personal information to provide counselling and psychotherapy services:

3a. Information you share with me for the purpose of an initial enquiry about my services is held on the basis of consent. You have the right to withdraw consent at any time.

3b. If you proceed following your enquiry, i.e. if you are currently having therapy, or if you have had therapy with me and it has now ended, processing your personal data is necessary for the performance of a contract. I also use legitimate interest as my lawful basis for holding and using your personal information. My legitimate interests are in case of the need to reference them in the future, to defend against potential complaint or legal claim.

You have the right to ask me to correct personal information you think is inaccurate or incomplete.

You have the right to ask me for copies of your personal information. To make a request, please contact me using the contact details at the top of this privacy policy.

4. How I share your information

Your information is not shared with anyone else, with some exceptions outlined here.

4a. I keep information about you confidential, with the following exceptions:

(i)  Supervision: I will discuss my work with you in supervision, to support me to work ethically and effectively with you. What I discuss in supervision is also kept confidential.

(ii)  Risk of harm and safeguarding: I may break confidentiality if I believe that you or somebody else is at risk of serious harm, or for the purpose of safeguarding a child or vulnerable adult. I would aim to discuss this with you first, unless doing so would increase the risk of harm.

(iii) Legal duty: I have a legal duty to report terrorist activity, drug trafficking, and money laundering.

(iv) Court order: A court may order me to disclose my client records or attend court with my client records.

(v)  By agreement: If you agree or request me to share information about you to another service (e.g. your GP).

4b. If I am unable to work and unable to contact you myself (e.g. in case of death, serious illness or accident), I have a nominated colleague who will contact you to let you know. This person can access your name and contact details only, for this purpose.

5. Cookies

This website uses cookies — small text files stored on your device when you visit. Some cookies are strictly necessary for the site to function, such as remembering your session. If you use the contact form, a cookie may be set to help process your submission securely. This site also uses analytics cookies to collect anonymous information about how visitors use the site, such as which pages are viewed most often. No personally identifiable information is collected through analytics.

6. Concerns

If you have any concerns about my use of your personal data, please contact me using the email address at the top of this privacy notice. I will respond to you within 30 days of receiving your enquiry and then keep you informed of subsequent steps.

You can also contact the Information Commissioner’s Office (ICO): Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk