Victoria Telfer-Smith BSc (Hons). Counselling & Hypnobirthing
in Loughborough, near Leicester

GDPR - General Data Protection Regulation 25th May 2018

Privacy Statement and Data Protection

I am not required to be registered with the ICO (Information Commissioners Office) however, I need to tell you what data I am collecting from you and what I intend to do with it.

What data do I keep and why do I need it?
Name and age :- this is basic information that helps me get to know you.
Address, email address, phone number :- I use this as a way of contacting you regarding your sessions. I will mainly use the method you first contacted me on but if I can’t reach you I will try a different method.
Doctors details :-If I was worried that you were at risk then I may need to contact your doctor, if I could I would tell you I was going to do this.

Will I share your data and if I do who will I share it with and for what purpose?
It is very unlikely I will share your data. I will not sell it on or use it for unethical reasons
I may have to share it if my notes are subpoenaed by court, if you or anyone you tell me about, is at harm or risk of harm I may have to pass this information on to your GP or the police. I have also appointed a Clinical Executor. In the unfortunate event I can no longer work with you they will have access to your details and will get in touch with you. You have a right to request to see, have amended or have destroyed any data I may keep about you. I will respond to any such request made within14 days.
How will I store your data?
The data on paper is kept in a locked filing cabinet. I use an encrypted secure note keeping service Bacpac by Mayden. Your phone number may be kept in my business mobile phone which is passcode protected.
How long will I store your data for and how will I dispose of it?
I’ll keep your session notes, your name and your unique code for 5 years which is the time frame my insurance company requests. I’ll shred this privacy consent document and your registration/contract form with your personal information on 1 month after our work finishes.
I’ll delete your phone number out of my mobile phone 1 month after our work finishes.
All emails from you will be deleted as soon as they are no longer needed and at least within 1 month of us finishing working together.
If you are not happy with the way I use your data you can complain to ICO at www.ico.org.uk
or phone them on 0303 123 1113.

Consent
If you do not consent to me using your data in this way it is unlikely that I will be able to work with you.
Do you consent to me using your data in this way?

Please write yes or no _____________

Sign: _________________________________________

Date___________________________________________


Terms and Conditions

Confidentiality

It’s important that you know that the law may forbid our normal confidentiality in the following circumstances:

If I become aware, or have good reason to suspect, that you have knowledge of:
A past or future incident/situation that may be dangerous or harmful to a child, you or another adult, and that is not known to the relevant authorities.
Future or past criminal activity that has not been resolved in law. This means any criminal activity, of which the relevant authorities are either unaware or a case they know about which they consider not to be closed (provided you do not present information in therapy which would reasonably re-open the case). This does not include parking or traffic offences unless there is intent, by you or anyone else, to cause danger to yourself or others, or that it is deemed to be a “serious offence”. For our purposes a serious offence is something for which you could be imprisoned and for which the sentence (not necessarily imprisonment) hasn’t yet been served.
In these circumstances I will work with you to see if we can work together to make appropriate disclosures.

It is also compulsory to report terrorism, potential radicalisation, money laundering and female genital mutilation to the appropriate authorities.

Other than as required by law, I will routinely discuss your case with my supervisor (in order to ensure that you get the best service), my supervisor will have access to your details if I am suddenly unavailable (to contact you and offer you ongoing care) and I may talk or write to your GP (but I will not give any personal details beyond what you are working on).

Also note that I reserve the right to record sessions where it is deemed appropriate


Anti-discrimination policy


vtscounselling and Victoria Telfer-Smith are strongly committed to anti-discrimination. I value difference and diversity and do not discriminate on the grounds of age, gender and gender identity, sexual preference or orientation, marital/partnership status, religion, race, colour, national origin, disability, heritage or political belief.


Cancellation and missed session policy


If for any reason you are unable to attend your appointment please let me know as soon as possible. The required notice for cancellation is twenty four hours. Where there is less notice of cancellation or if you do not attend your appointment you will be charged the full fee. In certain circumstances, the charging of the full fee can be waived at the discretion of Victoria Telfer-Smith. With adequate advanced notice, where possible, you will be offered an alternative appointment.

You will be given as much advance notice as possible in terms of the holidays or needing to cancel your appointment for any other reason, by Victoria Telfer-Smith.


Social media policy


This is the policy of vtscounselling and Victoria Telfer-Smith with regard to the use of social media. If you, as a client, have questions about any aspect please do ask. As the world of social media is constantly changing this policy is likely to be updated regularly and the latest version will always be available in my terms and conditions.


Friending


I do not accept friend or contact requests from former or current clients on my personal Facebook page as this can not only compromise your confidentiality (eg if another of my friends saw that you were a friend they may wonder how we know each other) but would also blur the boundary of the therapeutic relationship.I do have a practice Facebook page https://www.facebook.com/vtscounselling/ which you can sign up to to.


Death or incapacity of a therapist


If a counsellor/psychotherapist dies suddenly leaving potentially vulnerable clients then it is necessary to liaise with and inform outstanding clients of the therapist’s demise.

Therefore, I have arrangements in place so that an experienced psychotherapist (currently my clinical supervisor) will have access to my contact details etc. and will make contact with outstanding clients and offer the appropriate support and advice.

It will be necessary for the nominated person to have access to the contact details of my active clients and for them to speak directly with the clients. This person would not need access to my confidential client notes.


Client commitment

Any therapy you work on, or treatment you receive at vtscounselling requires you to make a commitment to it. You need to attend the suggested number of sessions or follow the treatment guidelines to get the full benefit of what is being offered.
Failure to do so may result in a less than adequate result. I do not take any responsibility for this if the commitment has not been undertaken by the client.


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