Privacy Policy
The privacy and security of your personal information is extremely important to us and we want to assure you that your personal data is in safe hands with York Counselling Practice. To ensure you feel comfortable with our procedures, please acquaint yourself with our privacy policy before you submit any personal data.
Introduction
Any personal data provided by you to York Counselling Practice through any means (verbal, written, in electronic form, or by your use of our website) will be held and processed in accordance with the data protection principles set out in the Data Protection Act 1998 and the General Data Protection Regulation for the purposes for which you have given consent and to provide the services you have requested from us.
York Counselling Practice (the ‘data controller’, referred to below as “York Counselling Practice”, “us” or “we”) is committed to protecting your privacy. Please read the following in order to learn more about York Counselling Practice’s privacy policy and our information collection and use practices.
This policy only applies to data collected by York Counselling Practice counsellors via verbal communication, our own forms and our website. Third party agents, and websites which are linked to ours, are not covered by this policy.
When you engage in counselling with York Counselling Practice, you will be asked to consent to our processing of your data under the terms of this policy.
What information do we collect?
• Counselling requests – registering with us to request access to our counselling service can be done online, on paper or in person. Our request process involves providing us with your name, address, telephone numbers and email address. We may also request information on your availability, therapeutic issues, and other details which we deem relevant to processing your request.
• Introductory appointments – at an initial appointment we ask about your current personal, social, medical and financial circumstances. We may also ask about your background and family history, as well as the issues which are affecting you now. We require this information so that we can decide about our offer of counselling to you, to ensure a good match with your counsellor, and to manage the service we provide to you.
• Website – we use Google Analytics to collect anonymous data relating to user behaviour and ‘web traffic’ statistics. The collection and use of this data by Google Inc. is subject to their own Privacy Policies.
What do we use your information for?
We use information held about you in the following ways:
• To provide clients with the professional counselling service requested from us.
• To offer suitable counselling appointments, and to allocate clients and counsellors for counselling.
• To notify you about changes to your appointments and other changes to our services.
• To seek feedback from you on your experience of counselling with us.
• To improve our service to ensure that it is provided in the most effective manner for you and for us.
• To administer our service, including the arrangement of appointments, the handling of payments and financial control, data analysis, research, statistical and survey purposes
• To keep in touch with those who consent to this, for the purposes of organisational, service and professional development.
• To fulfil our administrative, legal and contractual obligations as an organisation.
What information do we share?
We will not share any information about you with other organisations or people, except in the following situations:
• Consent – If you have requested that we arrange contact on your behalf, York Counselling Practice may share your information with other professional carers or other organisations.
• Remote Appointments – We may temporarily share your contact details with York Counselling Practice counsellors who conduct appointments remotely, so that they can contact you regarding those appointments.
• Serious harm – York Counselling Practice may share your information with the relevant authorities if we have reason to believe that you or another person are in immediate danger.
• Compliance with law – York Counselling Practice may share your information where we are required to by law or by the regulations and other rules to which we are subject.
How do we keep your information safe?
All information you provide to us is stored as securely as possible. All paper forms and correspondence are kept in locked filing cabinets. All electronic records are stored securely on a cloud server using the latest firewalls and data security protocols, and all access is by password-protected authentication, or by our IT service provider using secure cloud technology.
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your information using industry-standard protocols and encryption, we cannot guarantee the security of your data transmitted to us via email, including forms completed on our website which are transmitted by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Your identifiable personal information is kept separately from any session notes and other descriptive material. Client notes and other documentation are destroyed 3 years after the end of counselling. Personal contact details are destroyed/deleted after 7 years of no contact or updates.
Your rights
You have the right to ask us to provide a copy of the information held by us in our records. You also have the right to require us to correct any inaccuracies in your information. If you would like to do this, please email us at hello@yorkcp.org.
You may withdraw your consent for us to hold and process your data at any time. However, if you do this while actively receiving counselling at the York Counselling Practice, your counselling would have to come to an end. You can withdraw your consent by emailing us at hello@yorkcp.org.
Cookies
We do not use cookies to collect any personal information on our website, or to share your browsing behaviour with any third party except:
• Google Analytics – Like hundreds of thousands of websites you visit, we use Google Analytics to collect generic, anonymous data from all visitors to monitor how our website is used. This data is shared with Google in return for the service they provide.
• Cookie Notice – Ironically, the law requires that you receive a notification about our use of cookies, and so we have to use another set of cookies specifically and only to collect the information that you have seen this notice and agreed to it.
That’s it. If you are aware of, or find any other cookies on this website, please let us know immediately as they have not been installed by us!
Any questions?
If you have questions about our payment and cancellation policy, please call us on 07764 528138 or email at hello@yorkcp.org.
Changes to this policy
We may edit this policy from time to time. If we make any substantial changes we will notify you by posting a prominent announcement on our website.
This policy was last updated on the 8th August 2020.
