What data do I collect and why?
Minimal data of name, date of birth, address, contact details [destroyed at the end of counselling]
Copies of the signed working agreement and GP consent form
Brief factual summary of the initial assessment and any relevant diagnostic information e.g. client questionnaire
Periodic summaries, record of known risks, risk management plans, actions
taken and any relevant correspondence (e.g. letters to GP)
A copy of this document
Electronic table recording attendance, fees and payment
Purpose of Paper and Electronic Records:
I keep a minimal set of factual data in order to provide a professional service
Clinical notes for my own use, which serve as an aide memoire and are sometimes used in supervision
Such notes do not constitute part of the permanent record and will be destroyed as soon as they have served the purpose for which they were made
Purpose of Paper Notes:
The purpose of these notes is to help me think about the work and develop my
Understanding of the therapeutic task
If you contact me by e-mail, please note that you will be consenting to any information disclosed being collected and stored appropriately
For reasons of confidentiality I would strongly discourage disclosure of clinical material via email
E-mails will be deleted as soon as they have served their purpose (i.e. once an initial appointment has been set up)
If relevant, e-mails may be printed and kept as part of the paper record
I do not store phone numbers or text messages on my phone once they have served their purpose
If you pay by BACS your name may appear in my bank records
How and when I will share your data?
Very strict confidentiality is an essential prerequisite for psychodynamic counselling and your data will not be disclosed to any other party except under the following circumstances:
Anonymised discussion of case material in clinical supervision
In the case of grave risk to you or someone else, I may with your consent contact other professionals (e.g. seeking a medical opinion) if, on the basis of my clinical judgement it is in your best interests to do so; in an emergency I reserve the right to contact other agencies even if it is against your wishes, if I believe that it is in your best interests, or in the best interests of any vulnerable person to do so.
Disclosure of my Records and Notes may be ordered by a Court
In the event of my serious illness or death I have appointed a trusted colleague to have confidential access to your record, for the purpose of notifying you and making arrangements for your further care
My decision-making is guided by the principle that disclosure of your data can be damaging to the therapeutic process, and that such disclosure will be avoided and resisted, except where clinical judgement deems it to be necessary
You are entitled to request a copy of my records and notes under the terms of Data Protection Legislation
How do I store data?
Paper records and notes are kept securely in a locked filing cabinet or brief case (when in transit)
Electronic records are kept in password-protected files
How long do I Store Your Data?
Records – 6 years (NB contact details destroyed when counselling ends)
Clinical Notes - Such notes do not constitute part of the permanent record and will be destroyed as soon as they have served the purpose for which they were made
Electronic records – 7 years
BACS records – indefinitely
Electronic Communications - deleted once they have served their purpose
Printed paper copies of e-mails (where relevant) – 7 years