Privacy Policy
This privacy policy explains how your personal information is collected, stored and used. I aim to handle your information with the same care, respect and professionalism that I bring into my counselling practice.
Who I am
I am Cheryl Thomson, a counsellor working with young people aged 16 to 25.
Email: hello@cherylthomsoncounselling.com
Practice location: Aboyne, Aberdeenshire and online
ICO Registration Reference: ZC227430
BACP Membership Number: 01009706
I am the data controller for the personal information you provide.
What information I collect
The information I collect depends on whether you are making an enquiry or receiving counselling.
If you contact me with an enquiry, I may collect:
Your name
Your email address
Your telephone number
Information you choose to share about your enquiry
You only need to provide the information you feel comfortable sharing at this stage.
If you become a counselling client, I may also collect:
Your address
Your date of birth
Emergency contact details
GP details
Relevant health information
Brief counselling notes
Appointment and attendance records
Payment information
I only collect information that is relevant to providing safe and effective counselling.
Why I collect your information
I collect personal information so that I can
Respond to your enquiry
Arrange and provide counselling sessions
Maintain appropriate counselling records
Communicate with you about appointments
Meet my professional, ethical and legal responsibilities
Help keep you and/or other safe where safeguarding concerns arise
Lawful basis for processing your information
Under UK GDPR, the lawful basis for processing your personal information is generally:
The performance of a contract (providing counselling)
Legitimate interest (responding to enquiries and running my practice)
Compliance with legal obligations where applicable
Where I process special category data (such as information relating to your physical or mental health), I do so because it is necessary For the provision of health and counselling services under Article 9(2)(h) UK GDPR and Schedule 1 of the Data Protection Act 2018.
Confidentiality and Sharing Information
All of our interactions and everything that we talk about during counselling sessions will remain confidential. This includes the fact that you are attending counselling sessions with me. Confidentiality means that as a counsellor I do not share anything that happens or is discussed during counselling outwith the sessions. This allows you to be confident that our sessions are a safe and secure space for you to explore how you’re feeling. You are free to discuss our sessions with others in your support network if you feel this would be helpful. If you would like me to share details of our work together with someone else, this is something we can talk about together and which I can do with your consent.
Exceptions to Confidentiality
There are however some situations where I may need to share information without your consent. These include where:
There is, in my opinion as a counsellor, a serious risk of harm to you or another person
There are safeguarding concerns relating to a child or vulnerable adult
I am legally required to do so, for example by a court order
Legislation requires disclosure in relation to serious criminal activity, for example an act of terrorism, money laundering or drug trafficking
Wherever possible, I will discuss this with you first and involve you in the decision making process before sharing information. My aim is always for us to work together to ensure your safety and wellbeing, and for you to have an understanding of what information is being shared and why.
I may also share information with your knowledge and written consent. If you ask me to communicate with someone involved in your care and support. This might include your GP, school, parent, family member, or another person you have identified.
I do not sell or share your personal information for marketing purposes.
Clinical Supervision
As part of safe and ethical practice, I attend regular clinical supervision. During supervision I may discuss aspects of our work together to support reflection and ensure that I am providing the best possible support. Your identity is protected wherever possible, and my supervisor is also bound by strict confidentiality.
Service Providers
To help me provide counselling safely and securely. I use carefully selected service providers who process personal information on my behalf. These organisations are required to keep your information secure and only process it in accordance with my instructions and UK data protection law. At present, these service providers are: Squarespace, which hosts my website and Zoho Mail, which provides my secure email service.
Some of the service providers I use may process or share personal information outside the UK. Where this happens, I only use providers that state they use appropriate safeguards for international transfers in accordance with UK data protection law.
How your information is stored
I take reasonable steps to keep your information secure. Information is stored using the following protocols: in secure password-protected electronic systems; in locked paper files; and within secure email systems. Only I have routine access to your personal information, except where it is necessary for trusted service providers to process information on my behalf, or where I am legally or ethically required to share information.
In the unlikely event that I become unable to continue practising due to serious illness, incapacity or death, I have arrangements in place with a trusted professional colleague who will contact you to make you aware and where appropriate, signpost you to alternative therapeutic options. They would only have access to your contact details in the event of my becoming unable to practice, and would only have access to the minimum information necessary to contact you and let you know what has happened. They would not continue your counselling or access your clinical notes unless this was legally or professionally necessary.
How long I keep information
If you contact me but do not begin counselling, I will normally retain your enquiry information for up to 3 months, after which it will be securely deleted. If you become a counselling client, I will retain your counselling records for seven years after your counselling ends, or if you are under 18 years old, for seven years after your 18th birthday. This is in line with professional guidance and insurance requirements. After this period records will be securely destroyed.
Your rights
Under UK data protection law you have rights including:
The right to request access to your personal information
The right to request correction of inaccurate information
The right to request deletion of information where appropriate
The right to restrict certain types of processing
The right to object to certain uses of your information
The right to make a complaint
If you have any questions about how your information information is used, I encouraged you to contact me in the first instance if you remain dissatisfied, you have the right to complain to the information commissioners office .(ICO).
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Contact
If you have any questions about this privacy policy or how your information is handled, please contact:
Cheryl Thomson Counselling
Email: hello@cherylthomsoncounselling.com
Privacy
If you choose to contact me or begin counselling, you’ll be sharing personal information with me. I believe it’s important that you know what information I collect, why I collect it and how I keep it safe. This page explains how your personal information is collected, stored and used. If anything isn’t clear, you’re always welcome to ask.