T & Cs

I understand how important your privacy is. I take care to maintain your confidentiality in accordance with current data protection laws (GDPR, 2018) . These guidelines have been set up to protect your confidential material and ensure that your coach always conducts themselves with professionalism and integrity.
In order to provide you with the best service possible, I will hold your personal contact details and records of your coaching sessions. Please find below important information about how this information will be held and used.
Your personal information
Will only be held on my laptop and will not be uploaded to any cloud based system.
I use the secure, encrypted and password protected practice management platform, to collect and store your personal data. At the point of booking your initial consultation with me, you will be asked for your personal contact information, for example your name, address, email address and telephone number and you may also choose to share details of the issues you are looking for help with.
Your contact information is stored securely and can only be accessed by me.
In order to be able to fulfil my duty of care to you, in your initial consultation or first session, I will ask you for contact information and elected Emergency Contact person. These details will be stored securely and will only be accessible to me. 
This personal information will be held for the duration of your therapy after which it will be deleted my database.
Please note that I will need to keep a record of your name and client reference number for seven years after the end of your sessions, so that we can respond effectively to any potential requests regarding your notes.
I will never pass on your contact details to any third party organisations for the purposes of sales, marketing or research and will never use your personal data for any purposes other than the sessions I am providing to you i.e. to arrange, cancel and rearrange appointments and collect payment for sessions.



Anonymised payment details are recorded in our financial income reports. These reports will only hold your first name, last name initial and unique client reference number. The HMRC requires that we retain this information for 5 years after the end of the financial year.



 
Confidentiality
Everything that you discuss with me is confidential. Confidentiality will only be broken if there is concern about your safety or the safety of someone else or I instructed to do so by a Court of Law. I will always endeavour to speak to you about this first.
During remote working I will ensure that I am conducting online and telephone sessions in a quiet, private and confidential setting. I have selected video calling platforms that offer end to end encryption to ensure maximum privacy. Please note however that I cannot be held responsible for any breaches that occur due to failures in this technology.
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I keep notes of each session. These are anonymised and are stored in a locked filing cabinet or within a password protected file. These notes are for my use only and help to keep a track of everything that is being discussed. In line with industry guidelines, these notes will be kept securely for up to seven years after your sessions come to an end. After this time, they will be confidentially destroyed.

Only software devices used will be my Laptop and Phone
My email account uses a secure server and is password protected.
All phones, tablets and laptops used to respond to your emails are encrypted, fully protected with anti-virus software and password protected.

Data Usage
I will only use your email address and telephone number to contact you about your appointments. I may also contact you directly via email in order to share information with you that is pertinent to your ongoing process.
Your phone number may also be used to issue appointment reminders via text message. 
Any personal data retained by me / my service is kept in accordance with the GDPR, 2018.
Under these guidelines you have the following rights
1.    The right to request access to your data
You can request to view the information that I hold about you (contact details, appointment logs etc.) at any time. If during sessions you would like to see your session notes, please let me know . Should you require a copy of your notes after your sessions have come to an end you can make this request by emailing me.

The right of rectification
At any point during your time using my service or during the seven years thereafter, while I retain your records, you have the right to request amendments to your contact details or session notes. This right can be exercised either by speaking directly to me or by contacting me in writing.

The right to be forgotten
You can request that I delete and confidentially destroy the information that I hold about you and your sessions at any time. This request can be made by contacting me.
Instances where I would not be able to comply with your request are as follows:
1.    a) It is necessary for me to retain these records in order to continue providing an effective service
2.    b) I am  compelled to retain these records by a Court of Law
3.    c) I am  require these records in order to establish, exercise or defend legal claims

Consent
When you book your first session with me, you will be asked to provide a signature and tick a checkbox to confirm that you consent to the storage and processing of your personal data for the purposes of providing therapeutic services.
You are entitled to withdraw this consent at any time and can do so by emailing me. 

Breaches of data protection
In the event of any breach of data protection policies, I will notify you and the Information Commissioner’s Office (ICO) within 72 hours and will seek to rectify this immediately.
Raising concerns
Should you have any concerns about my data protection practices, you can raise these directly with your me]. You can also notify the Information Commissioner’s Office. I am  registered with ICO.