At New Horizons Bucks I collect and hold some sensitive data relating to the clients and supervisees that I am working with.  This data assists management of my schedule and complies with the British Association of Counselling and Psychotherapy (BACP) guidelines for keeping client records and the Data Protection Act 1998, GDPR 2018, DUAA 2025.  To ensure full compliance, I am fully committed to being transparent about how I collect and use data to meet my data protection obligations.

The type of information that is collected is necessary information for our working relationship.  This will include – 

• Name, address, date of birth, contact details (including telephone number and email)
• GP name and contact details
• Medical conditions and medication
• Emergency name and contact number
• Involvement with other services.

I may collect this information in a variety of ways.  For example, data may be collected through initial assessments, phone calls or referral forms received from GP or parent.  I ask for this information to build a good picture of you, where you are now and what treatment you have received or are still receiving.  This is part of keeping you safe.

The only person who sees this data is myself, unless I feel you, or a vulnerable child or adult are at risk of serious harm.  Legally, I will have to break confidentiality should you inform me of any potential acts of terrorism, money laundering or via a court order for disclosure.  Please see the Therapeutic Agreement for more details.  This data is stored safely and only examined by me.

I am required for professional standards to have a clinical supervision of my work.  My clinical supervisor and myself are both members of BACP and follow their code of ethics.  No identifiable information is shared with my supervisor.

If I am taken seriously unwell and unable to continue our work together, my colleague Allison Day will contact you as soon as possible to let you know.  Allison is also a Psychotherapeutic Counsellor and Clinical Supervisor and the only information that she will have access to is your name and contact details; she will not be aware of anything you and I have discussed together.

DATA PROTECTION COMPLAINTS 

If you have a concern about how I handle your personal information, I want to hear from you. 

How to raise a concern 

You can contact me by [email / letter / the contact details in this notice]. Please describe your concern as clearly as you can and include any relevant dates or details. 

What happens next 

I will acknowledge your complaint within 30 days of receiving it. I will then investigate your concern and respond to you without undue delay. 

If you remain dissatisfied 

I am registered with the Information Commissioner’s Office (ICO) and if you are not satisfied with my response, you have the right to make a complaint to the ICO at ico.org.uk or by calling 0303 123 1113.

All your data is stored safely and kept confidential in a locked filing cabinet or on a password protected laptop – in accordance with GDPR.  All data will be kept for 7 years following the end of therapy for legal reasons.  Should you be under the age of 18, all data will be kept for 7 years following your 18^th birthday.  

At any point, you have full access to all your data held by me.

I will never share your data with any external agencies for any commercial purpose.