General Data Protection Regulations (GDPR)

As your counsellor, it is my duty to explain to you what information I gather, why I collect it, including the legal justification for doing so, how I store it, how long I intend to retain it, your rights regarding the data, and information about how the data is shared.

GDPR Agreement

How I gather your personal information

  • Information that you provide by emailing me via my website and via various therapy directories and platforms (BACP, Counselling Directory), or by phone to request further information about my psychotherapy service.

  • Email at transformative.counselling@outlook.com or phone 07792072643.

  • Brief session notes.

  • Regarding online therapy, I use the platforms Zoom, WhatsApp, Microsoft Teams. All these platforms are securely encrypted. Zoom has the facility to record sessions which I will not use, unless I have specifically asked for your permission and only for research basis.

Where I store your personal data

  • Personal data that I collect from you via any form of contact by email, written format or phone will be kept securely.

  • The questionnaire, life-style questionnaire, your contact details, and brief session notes are stored in a locked cabinet.

  • The brief session notes are anonymised.

  • I take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Uses made of the information

  • I use your contact details to allow me to provide you with information of the service that you request from me, to allow you to tell me about changes in your availability and to notify you about changes to my availability and any other relevant administrative changes.

  • I use the brief session notes to ensure that I do not repeat myself and to help me consider solutions to how I can help you to carry your life differently.

  • As part of my commitment to providing a professional service, I attend supervision regularly. This is bound by a confidentiality contract (separate to this policy) and to protect your identity I only use your allocated number.

How long I keep your information/notes for

  • Text communication is deleted immediately while emails are purged once a month.

  • I will retain all written notes for as long as we are working together. After therapy has finished, I will retain these documents for a further seven years in case you decide to return to therapy with me, and which is also a requirement of my indemnity insurance, and then after which the documents will be destroyed.

Your rights

  • You are entitled to view, amend, or delete the personal information that I hold. All requests have a month to be carried out.

In the event of a data breach

  • I have a legal obligation to report a data breach to you and the Informations Commissioners Office (ICO) within 72 hours.

Disclosure of your personal information

  • In the event of my incapacity or death your personal contact information will be disclosed to my clinical executor of my Professional Will so that they can notify you. In the event of my death my executor will also destroy all contact information and notes on my computer.

  • If I am under a duty to disclose or share your personal data in order to comply with any legal obligation. For example, if I am subpoenaed to court, or as a legal requirement such as safeguarding children or vulnerable adults, terrorism or money laundering.

Changes to the GDPR agreement

  • I will notify you of changes I may make to this privacy policy in the future.

Consent to the GDPR agreement

  • Your use and undertaking of the services of Joanne Owens constitutes your approval and acceptance of this agreement, and are consenting to my use, and storage of your personal information, you have disclosed to me, as detailed above. You have the right to withdraw your consent at any time.