Your privacy is a priority. Counselling Psychology For You, registered address Prama House, 267 Banbury Road, Oxford, OX2 7HT, respects and complies with the EU General Data Protection Regulations (GDPR) enacted under the UK Data Protection Act 2018. This means that Counselling Psychology For You is committed to achieving the industry standards that ensure the technical, administrative and physical security of your personal information.
Who I am and what service I am providing
Why I need your personal data
How I will use your data within my practice
- Appointment scheduling: initial appointments will be arranged via the email address provided when you first got in contact. Alternatively, you may book an appointment with me directly via my online diary hosted by Acuity. In order to schedule an appointment, your name, email address and contact telephone number are required. Note that neither of these methods provide encryption. I strongly recommend that prospective clients provide minimal personal information when making an initial website or email enquiry. The purpose of the initial enquiry is to arrange an appointment, where there will be a confidential space to discuss your difficulties and requirements in detail.
- Assessment Appointment: further personal information is collected during an assessment appointment. This includes your full name, address, date of birth, your nationality, whether English is your first language, your education and medical history. All clients must also provide emergency contact details. Should an emergency situation related to you, the client, arise during an appointment, I will notify your emergency contact if I judge that such notification is essential to your safety and wellbeing. The contact details of your GP and other professionals involved in your care can be noted, if you consent for them to be informed about our work together.
- Written notes are taken during assessment and therapy sessions. As a Health and Care Professions Council (HCPC) registered Counselling Psychologist, I am required to keep records of counselling psychological practice. Professional practice, therefore, requires note taking and accurate record-keeping. Such notes notes must also be held securely. Written notes are transferred to a separate cloud-based digital drive and the paper notes are shredded. Your file is allocated a random code and you can be provided with a link to these notes, if requested. There are no personal identifiers in these notes but there will be sensitive information relevant to therapy contained in them. However, notes and personal details are kept separately, in a fashion designed to avoid inadvertent disclosure.
- Clients are offered an opportunity, but are not obliged, to complete a feedback form at the end of therapy. Feedback is collected in order to improve my practice and the infrastructure around the delivery of my service to clients.
- Payment: I issue invoices using Quickbooks and accept payment via Square and Bank Transfer. Your name, email address and telephone number is used to provide a record of payment for services.
- Video calls: I use Zoom to conduct our assessment and therapy sessions. All calls are encrypted.
- Emails: our initial contact will be via my publicly advertised email address email@example.com which is hosted by Google. When we start therapy, I will set you up with a free encrypted anonymous email account with ProtonMail. From this point on, I recommend that we only communicate with me using this email as this protects your privacy. If you do not wish to use the ProtonMail account, I encourage you to be thoughtful about what is included in your email correspondence and to consider which email account you are choosing for your communication.
- Text messaging and phone calls: if you wish to use regular text messages or telephone calls to communicate with me, please note that they are not 100% securely confidential. If you choose to use them please restrict their use to making or changing appointments. I strongly advise that clients do not use text messages to communicate sensitive information. If you would like a more secure way of texting or phoning me, we can use Signal. This is similar to WhatsApp but more secure. Let me know if you would like to use this option, otherwise I will assume you are happy for me to communicate with you using your regular telephone number. Client mobile numbers may be stored in a device which is in the property of Dr. Louise Fletcher. This device is password protected. Client numbers will be saved by initials only, and will be deleted at the end of therapy.
- A third party service, Google Analytics is used to collect standard internet log information and details of visitor behaviour patterns to both the website and social media platforms. This information is processed in a way that does not identify anyone.
- In some circumstances it may not be possible to get consent from a client to share information. For example, in some emergency situations, the client may be unable to communicate or give consent because they are very unwell or unconscious.
- Dr. Louise Fletcher can also disclose confidential information without consent from the client if it is in the ‘public interest’ to do so. This might be in circumstances where disclosing the information is necessary to prevent a serious crime or serious harm to other people.
- Sometimes, Dr. Louise Fletcher may be asked for information directly under the law – for example, if a court has ordered the disclosure of the information. Dr. Louise Fletcher has a legal duty to keep to orders made by the court.
- Dr. Louise Fletcher must also take appropriate action if she has concerns about the safety or well-being of children or vulnerable adults