GDPR & privacy

Introduction

This Privacy Notice explains how Debbie Schroetter Counselling collects, stores, uses and protects your personal information when providing counselling and clinical supervision. It applies to all clients and supervisees and has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the BACP Ethical Framework.

I am committed to protecting your privacy and handling your personal information lawfully, fairly and transparently.

What information I collect

Depending on the service provided, I may collect and process:

• Name, address and date of birth
• Telephone number and email address
• GP details and emergency contact information (where appropriate)
• Relevant medical or health information that supports safe practice
• Information discussed during counselling or supervision
• Brief session or supervision notes
• Appointment records
• Correspondence by email, telephone or text message
• Payment and invoicing records

I only collect information that is necessary for the safe and effective delivery of counselling or clinical supervision.

Why I collect your information

Your personal information is used to:

• provide counselling or clinical supervision
• maintain accurate professional records
• communicate with you regarding appointments
• meet professional, ethical and legal responsibilities
• protect your welfare or the welfare of others where necessary.

Lawful basis for processing

I process your personal information under the lawful bases of:

• Contract – to provide the counselling or supervision service you have requested.
• Legitimate Interests – to maintain appropriate professional records and operate my practice safely and effectively.

Where I process information relating to your health or other special category data, this is undertaken in accordance with Article 9 UK GDPR, as required for the provision of counselling services by a professional bound by confidentiality.

How your information is stored

Electronic records are securely stored using encrypted, password-protected systems within BACPAC.

Paper records, where retained, are kept in locked storage with access restricted to myself.

Emails, text messages and other correspondence are stored securely within the relevant communication platforms used to arrange appointments or provide the service.

Appropriate technical and organisational measures are in place to protect your personal information from unauthorised access, loss or disclosure.

Professional Supervision

As required by the BACP Ethical Framework, I participate in regular clinical supervision to ensure that I practise safely, ethically and competently.

Information discussed within supervision is anonymised wherever possible. My supervisor is bound by the same professional and ethical duties of confidentiality.

Sharing information

Your personal information will not normally be shared without your knowledge or consent.

However, information may be disclosed where:

• there is a serious risk of harm to yourself or another person;
• safeguarding responsibilities require information to be shared;
• disclosure is required by law;
• records are requested by a court or other lawful authority.

Where appropriate and safe to do so, I will aim to discuss any disclosure with you beforehand.

Therapeutic Executor

In the event of my death or sudden incapacity, limited contact information may be shared with my appointed Therapeutic Executor solely for the purpose of informing clients or supervisees and ensuring the safe closure or transfer of my practice.

No clinical records will be accessed unless professionally or legally required.

Retention of records

Counselling and supervision records are retained for seven years following the end of our professional relationship, in accordance with professional guidance and my record retention policy.

Following this period, records are securely destroyed.

Your rights

Under UK GDPR you have the right to:

• be informed about how your personal information is used;
• request access to the personal information I hold about you;
• request correction of inaccurate or incomplete information;
• request restriction of processing in certain circumstances;
• object to processing where appropriate;
• lodge a complaint with the Information Commissioner's Office (ICO).

Some rights may be limited where I am required to retain information to comply with legal, ethical or professional obligations.

Contact

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact:

Debbie Schroetter Counselling

Email: Dschroettercounselling@hotmail.com

If you are dissatisfied with how your personal information has been handled, please raise your concerns with me in writing in the first instance. I will acknowledge your complaint within 7–14 working days and aim to resolve it promptly.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).