Privacy Statement & Notice

1. Introduction

Your privacy is very important to me. You can be confident that your personal information will be kept safe and secure and will only be used for the purpose for which it was given. I strictly adhere to current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

Professional Standards.

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I am committed to maintaining the highest standards of professional and ethical practice. I work in accordance with the Codes of Ethics and Professional Conduct of both the UK Council for Psychotherapy (UKCP) and the British Association for Counselling and Psychotherapy (BACP). This includes maintaining confidentiality, practising within my competence, undertaking regular clinical supervision and continuing professional development (CPD), and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in relation to the handling of personal information.

The "Data Controller" is the person responsible for collecting, storing, and safely managing your personal data. In this instance, the data controller is me: Jayne Wynne.

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• ICO Registration Number: ZB396350

• Phone Number: 07961978236

• Email Address: info@jaynewynne.org.uk

 

2. Lawful Basis for Holding and Using Your Personal Information

The UK GDPR requires that I have a lawful basis for processing your personal data, which changes depending on the stage of our work together:

• Enquiry / Active Therapy Stage: I process your personal data because it is necessary for the performance of a contract (or to take steps to enter into a contract) to provide you with therapy.

• Post-Therapy Stage: Once our therapy has ended, I use legitimate interest as my lawful basis for retaining your records (e.g., for insurance, legal, or professional body defence purposes).

• Special Category Data: Because therapy involves sensitive health data, the UK GDPR classifies this as "Special Category Data." My lawful basis for processing this is the provision of health or social care or treatment pursuant to a contract with a health professional.

 

3. How I use your information.

Initial contact

When you contact me with an enquiry about my counselling services I will collect information to help me satisfy your enquiry. This will include your name, contact number, previous therapy experience, past/present mental health diagnoses and medication. If you decide not to proceed, any personal data collected during the enquiry stage will be retained for a limited period in accordance with professional, legal, and insurance requirements, and then securely deleted (typically up to 2 weeks). You may also request erasure of your personal data, which will be considered in line with UK GDPR requirements.

 

While you are accessing counselling.

Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if:

1. In accordance with codes of ethics and professional practice, material from our sessions may be discussed with my clinical supervisor and in training in a confidential, anonymized manner.

2. If I believe you are at risk of harming yourself or someone else, I reserve the right to break confidentiality in order to prevent harm. I would only do this in extreme circumstances and would discuss it with you first if possible.

3. If you give me information which is required by law to be disclosed. For example, I am required to make disclosures under The Terrorism Act 2000 and the Children’s Act 1989.

4. If required by a court of law to give evidence.

5. Occasionally there may be a need to write letters or reports. For example, you may also be speaking to your GP. Wherever possible, if I need to write a letter or report, I will talk to you first before doing that and offer you a hard copy.

 

I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.

Personal data is stored securely in password protected electronic systems and, where applicable, in paper records kept in a locked filing cabinet. My email accounts, mobile phones, and laptops are password-protected, encrypted, and equipped with anti-virus software.

I will keep written notes of each session, these are kept securely. Text messages are retained for a short period for administrative purposes then deleted as part of routine data management.

 

After counselling has ended.

Once counselling has ended, clinical notes are retained for a standard period of 7 years following the end of therapy in accordance with professional, legal, and insurance requirements. After this period, your records are securely deleted or destroyed.

 

4. Your Data Protection Rights

Under UK data protection law, you have specific rights regarding your data. You can ask me to:

• Provide a copy of the information I hold about you (Subject Access Request).

• Correct any mistakes or inaccuracies in your personal data.

• Delete your personal information or limit how I use it (though this may be limited by my legal and insurance requirements to retain clinical notes).

• Object to the processing of your data.

(Statutory data requests are provided free of charge. However, I reserve the right to charge a reasonable administrative fee or refuse the request if it is manifestly unfounded or excessive).

To make a formal request regarding your data, please contact me in writing at info@jaynewynne.org.uk. I will respond within 30 days. You can read more about your rights at ico.org.uk/your-data-matters. If you want to make a formal complaint about how I have processed your personal information, you have the right to contact the Information Commissioner’s Office (ICO)... Website: ico.org.uk/make-a-complaint. Helpline: 0303 123 1113

 

Clinical Will

In the event of my sudden death or serious illness, I have appointed a Clinical Executor (a qualified colleague bound by the same confidentiality rules) who will be granted secure access to your minimum contact details. They will only use this to contact you to inform you of the situation and assist you in finding alternative support if needed

 

I take the security of the data I hold about you very seriously and as such I take every effort to make sure it is kept secure.