CYP Data Protection Policy
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This notice is regarding data protection laws and is regarding information that is both requested by CYP Wellbeing and that which emerges as a result of the counselling service that we provide to you.
Who we are
CYP Wellbeing is a private practice offering therapy to children, young people, and adults both online and face-to-face. Currently, Rachel is the only practitioner offering therapy and is responsible for data processing and data control.
What information we collect about you
Information collected is as follows:
Contact details
Relevant life data for the client which may help to inform the counselling treatment plan e.g. medical history, family set up, school history, bereavements or losses, personal and emotional challenges etc.
Therapist's notes throughout treatment and in relation to research / further referencing undertaken to aid and enhance the work
When & where relevant, information may be requested from other professionals who have experience of your child / young person and the challenges they are facing e.g. teachers, SENCos, educational psychologists, speech therapists, GPs etc.
Reasons why we collect this information from you
Firstly, this information is collected to maintain contact throughout the duration of the therapy sessions. Information is also utilised to help support and inform the therapeutic work with the client.
Who we might share this information with and why
Due to the confidential nature of the counselling service, sharing any information given is kept to an absolute minimum. Circumstances where sharing might / will be necessary are as follows:
During supervision sessions
As part of a legal duty
Anonymous case study
As part of a safeguarding concern/child protection issue
Some information will also be shared with our accountant as part of the processing of our accounts, but information will be minimised by our use of anonymised codes.
Please note, your information will never be used for anything other than a vital supplementary aid to the counselling work and as a means of contacting you when necessary.
How and where is information stored?
Information including contact details and session notes are stored on a software system called 'we are Kiku' which is only accessible via a secure password and email account.
If any contact is made via email, information may be stored on the business email account. This will be kept to a minimum by our use of anonymised codes for clients. All identifying features such as a photo, name or face will be kept to a minimum.
How can I access this information you hold about me?
Every client has the right to request any data that is stored about them. If information is requested, I will send this in a password protected email. The password will be shared over the phone to ensure only the client has access to the password provided.
How long do we keep the information provided?
Any contact information will be held for the duration of therapy sessions with the client. With regards to session notes, they can be retained for up to seven years.
What happens in the event of a data breach?
In the unlikely event of a data breach, we have a duty to inform you and the ICO within 72 hours of it occurring.
The Information Commissioner's Office
CYP Wellbeing is registered with the Information Commissioner's Office www.ico.org.uk/register as the data controller. If you have any concerns about how we are handling your data, then please contact the ICO quoting this reference for further advice on how to query or complain