Privacy policy

I take your privacy very seriously. You can be confident that your personal information will be kept safe and secure, and only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications  (EC Directive) Regulations 2003.

This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended, including:

Why I am able to process your information and what purpose I am processing it for;
Whether you have to provide it to me;
How long I store it for;
Whether there are other recipients of your personal information;
Whether I intend to transfer it to another country;
Whether I do automated decision-making or profiling, and
Your data protection rights.

‘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 number: ZB672657.

The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below.

If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information.
If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract.

The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you).

When you contact me with an enquiry about my therapy services I will collect information to help me deal with your enquiry. This will include your name, contact details and the concerns that you gave, or trusted individual may give me when making an enquiry on your behalf. If you decide not to proceed I will ensure all your personal data is deleted within 10 days. If you would like me to delete this information sooner, just let me know.

Everything you discuss with me is confidential. That confidentiality will only be broken if you or somebody else is at risk. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this. I keep a record of your personal details for my administrative purposes. These details are kept securely on an encrypted software management system and are not shared with any third party. I keep session notes In order to track our work; these are also held securely on the same system. For security reasons I do not retain text messages or emails. I am the only person who can access my phone and computer by fingerprint and password.

Details of Kiku‘s Privacy Policy can be found here:

https://www.wearekiku.com/privacy-notices

I do not do automated decision making or profiling.

Once counselling has ended your records will be electronically archived. Any non-essential data will be deleted automatically and professionally-required information is held securely for seven years before being confidentially destroyed. If you want me to delete your information sooner than this, please tell me.

I do not share your data with third parties unless you are, for example, in danger and in need of emergency assistance. For this reason, when we are working remotely (by phone or online meeting platform) I will check where you are during the session. I do not transfer your data outside the UK.

I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances.

Give you a description of it and where it came from;
Tell you why I am holding it, how long I will store your data and how I made this decision;
Tell you who it could be disclosed to;
Let you have a copy of the information in an intelligible form.

You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information I may hold about you please put the request in writing, addressing it to: 

Johanna Dean, 214 Cavendish Road, Carlton, Nottingham, NG4 3SB.

If you have any complaint about how I handle your personal data please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures.

If we cannot satisfactorily resolve the situation together and you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to https://ico.org.uk/make-a-complaint.

You can read more about your rights at https://ico.org.uk/for-the-public/.

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