Privacy Policy
Privacy Policy – Website
KJ Counselling is the trading name of Katrina Johnson, the website address is https://www.kjcounselling.co.uk
What Personal Data do we collect and why?
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Contact forms
If you fill in a contact form, we will use your data for the processing which may include sending you a reply. We will, unless you say otherwise, add you to our mailing list which you can unsubscribe from at any time by choosing ‘unsubscribe’ from any of our emails.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address, and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
We use Google Analytics to measure website traffic. This is anonymised.
Who We Share Your Data With
We do not share your data with any other businesses or individuals.
How long do we retain your data?
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profiles. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights do you have over your data?
If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at the email address below if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at hello (at) soulfullpsychotherapy.co.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Privacy Policy and Data Protection Policy
My Role
I, Katrina Johnson, am registered with the Information Commissioners Office as the data controller and Data Processor and abide by the regulations imposed by such procedures from the ICO. My data protection registration reference with the Information Commissioner’s Office is CSN9388149.
I am a registered Data Controller and Data Processor and abide by the regulations imposed by such procedures from the ICO. My data protection registration reference with the Information Commissioner’s Office is CSN9388149.
The information I collect at referral point – Contact details
I am both the Data Controller and Data Processor for the information I store about you. I ask you to provide contact details on the referral form – name, address, date of birth, phone/mobile number, emergency contact, email address and GP details I also ask questions about your mental health history and issues that are impacting your health and wellbeing to ensure you have the highest of care.
GP and emergency contact details are essential for me to have, should there be a point where I have concerns for your personal safety. I would not speak to both of these contacts without your knowledge.
I use Google form which is a GDPR compliant platform, to help you to complete the forms I need from you. Noone other than myself has access to seeing your confidential information and contact details. Counselling agreements will be stored electronically in a password protected file. Referral forms will be printed and stored in a locked cabinet for use in appointments.
I keep brief handwritten session notes. These are anonymised and kept separately to your personal information collected in the initial consultation, referral form and counselling agreement. As a requirement of my insurance, notes are kept for a period of 7 years, after we have ended our work, and are then securely destroyed. Session notes are kept securely in a locked cabinet.
Any emails or text messages will be deleted after receipt unless they form part of your notes or are needed for income tax purposes, in which case they will be kept for 7 years as above.
Your telephone number will be stored on my passcode-protected mobile phone I use specifically for work purposes until your sessions have ended at which point it will be deleted. If I change telephone’s, then your details will be deleted on the old phone. I use a first name and, occasionally, a second initial if further identification is needed (e.g. if I have multiple clients with the same first name).
How I use this information
I will use your contact details to engage in my work with you and to provide a safe service, including contacting you about appointments times, cancellations, or appointments you haven’t attended.
This data is not shared with anyone without your prior knowledge and consent. I will not use them for any purpose other than:
- If for any reason I am asked to provide a report of the sessions, e.g. at your request. In this case the report will be sent to you via a password protected document for your approval.
- If I am subpoenaed by a court of law.
- If you disclose risk of harm to yourself or to someone else and safeguarding measures need to be implemented e.g. suspicion of abuse of a child, knowledge of a crime that is about to take place.
Caldicott Principles
All Counsellors have to honour the Caldicott principles, and I act in accordance with them to maintain the highest levels of confidentiality. Minimal personal information is given, and only when strictly necessary to those responsible people/services who need to know, in order to protect client confidentiality, and comply with the law.
If You Don’t Consent
If you do not consent to K J Counselling collecting and holding this data, I will not be able to work with you. This is a decision I make to protect your safety. My duty of care means it would be unsafe and unethical of me to work with a client for whom I held no information.
Right to Access Data and of Erasure
You have the right to request, either verbally or in writing, to see any information that I hold about you and I must provide this to you within one month of the request.
You also have the right to ask me to change any information that I hold which is incorrect and to ask me to delete any information that I hold about you. I will do this except for any information I need to hold for legal purposes such as business tax purposes, and to honour my agreement with my insurance company, professional body and ICO. Also in case of young people under the age of 18, records are kept for 7 years after the child turns 18.
If you wish to complain about how I hold your data in any way then in the first instance please contact me, Katrina Johnson, who is the data controller of Katrina Johnson Counselling at katrina@kjcounselling.co.uk
If you have any further concerns, which are not addressed, then you should contact the Information Commissioner’s Office (ICO) at http://ico.org/concerns/handling or telephone 0303 123 1113.