An initial counselling consultation appointment takes place at my practice in Ranmoor, Sheffield S10. Appointments are usually offered within a fortnight. The consultation process allows for a careful consideration of your needs and for you to raise any questions you may have about counselling and psychotherapy . Counselling is a decision to be taken carefully as it requires you to invest both your time and money in order to reap the rewards.
I also offer web therapy via Zoom. Online therapy is face-to-face via Zoom and operates exactly as a counselling session would at my practice and is often suitable for people who need a more flexible approach.
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I am here for your appointments whether you turn up or not, so I ask that you provide 48 hours’ notice if you are unable to attend your session for any reason. For missed or cancelled sessions with less than 48 hours’ notice, you will be charged the full fee. You will be invoiced for the session.
General Data Protection Regulation Policy
- Data Held
At commencement of a new contract, clients and supervisees will be asked to complete a questionnaire, and by doing do,consent to my holding of relevant personal data, as part of our contract of working together. This signed form will be held in a locked filing cabinet in my home. The form will hold relevant information including name, address, contact phone number, email address and either GP or emergency contact names and phone numbers.
This data will not be shared with any other party without their consent, unless there is a legal requirement or court order to do so, or where there is immediate risk of harm to them or to others.
This data will be held by me in paper form in a locked filing cabinet.
Personal data also includes anonymized Counselling session notes which will be stored in a locked filing cabinet. These notes will consist of a brief summary of some of the points from each appointment attended.
A record of appointments with clients will be logged on paper and stored in a locked cabinet.
- Data Retention
All personal data will be held by me for a period of 10 years from the date of our last sessions, in line with direction from the insurance company with whom I hold my professional indemnity. The data will then be securely shredded. Data will be held for longer if necessary if there is an ongoing or pending court case or complaint.
- Electronic Data Records
Any emails or text messages received by me to my phone number, through my Gmail account or through the website www.ranmoortherapy.co.uk will be managed as follows:
Email from current clients/supervisees will be printed and stored with the questionnaire form before being deleted.
Emails (sent directly to me or forwarded from other referral sources) seeking to make a first appointment or enquiring about the service I offer will be held from no more than 1 month after being responded to and then deleted. Should a first appointment take place, the emails will be printed and stored with the contact/contract sheet.
Text message(s) and phone call(s) seeking to make a first appointment or enquiring about the service I offer will be held from no more than 1 month after being responded to and then text messages will be deleted. For current clients’, text messages and phone calls will be written up and held with the notes before the text message(s) is/are deleted from my smartphone.
For those attending appointments with me, their first name and phone numbers will be stored in the contact section of my smartphone but will not identify the individuals in any other way. The smartphone is password protected.
- Access to Personal Data
Clients have the right to access their data records via a Subject Access Request (SAR). This access will be arranged within 30 days. Clients may request the updating or correction of data held. Clients may request the return, copy or deletion of their data. However, this is subject to legal requirements where I must hold data for a minimum of 10 years. Clients may also request that their data is sent to another data controller. The method of sending the information will be agreed with each request/individual.
- Data Breaches
I will notify affected parties of any serious breach of identifiable data. This would include incidents such as theft, loss or unauthorized access by another person. The Data Protection Commission will be notified of a serious breach of data.