General Data Protection Regulation (GDPR) Policy
policy is concerned with the personal information about you that we at Athena Counselling Services collect, store, and share. When you contact us you are agreeing to the terms and
conditions laid out in this policy. If you have any questions or concerns about this policy please contact Jackie Chivers at firstname.lastname@example.org.
The personal information we collect from our website contact forms:
- Your email
- Your phone
- The reason for your
The personal information we might collect from telephone conversations and during face to face meetings:
- Your email
- Your phone
- The nature of your
- Your gender and sexual
- Your religion /
Ethnicity / Country of birth
- Your date of
- Information about your
family and relationships (past and present)
- Information concerning
your occupation, education and life experiences.
- Your home
- Information concerning
your previous mental health history, including treatments and diagnosis.
- Your GP’s name and
- Any medical conditions
that you tell us about and any medications you are on or have been on previously.
How your information will be stored.
- Paper: Written session notes will be
securely filed in a locked filing cabinet. We will also keep a paper copy of your signed contract, (including GDPR consent), referral form, therapeutic reports, correspondence, assessment records,
and client code.
- Laptops /
Personal Computers: Your referral form and any psychiatric reports that you provide to us electronically and psychotherapeutic reports that you or another service provider has requested and
any correspondence that you have given us written permission to write will be kept on a secured personal laptop or personal computer. The device will require passwords to access both the
therapist’s main account and to access your individual information. The electronic device will be checked regularly for viruses and the therapist will take every reasonable precaution to
protect your personal information.
Phone: We will store your contact telephone number for the
duration of your treatment along with any text messages or WhatsApp messages which we may exchange.
- Email: Your email address and email
correspondence will be stored securely in our email accounts (currently hosted by 1and1 and Gmail).
- Website: None of your personal
information is stored on the Athena website, other than to momentarily collect & send it to our email accounts for the purposes of initial contact.
How we might process or share your personal information:
contact details and personal information will never be shared with outside parties apart from when necessary:
- In order to find
the best therapist for you. When you contact us we will provide
your details to the most appropriate therapist for you within our team, who will contact you directly to arrange your appointment. If they are unable to help you, they might also forward your details
with your permission to an alternative therapist.
- When a therapist
undertakes supervision. All our therapists are required to
undertake regular supervision with a suitably qualified supervisor as part of their professional codes of conduct as members of the National Counselling Society or British Association for Counselling
and Psychotherapy. Although information about the work that is being done in therapy will be discussed, your full name and contact details won’t be shared. All of our supervisors are also bound by
confidentiality and GDPR policies.
- Where a
therapist dies, is in hospital, or is unable to attend for an
extended period of time, our administrator will contact you to inform you of the situation and advise you of your options.
- Where we believe
significant risk exists. If we believe you are at significant
risk, or someone else is at risk we might contact a relevant authority with or without your permission. This could include your GP, mental health services, law enforcement, or emergency services. We
are required by law to pass on information relating to acts of terrorism and the ongoing abuse of a minor or vulnerable adult. We will, when appropriate, attempt to gain your permission before
breaking confidentiality in these instances however we retain the right to do so without your consent.
How long we will keep the information we hold about you:
information we hold about you, as described above, will be held for a maximum of 6 years after your final session (or from the last point of contact if you choose not to go ahead with
treatment). Your telephone number will be erased from our mobile phones within four weeks of your final session. After six years, your information will be erased and/or
the following rights...
- To be informed about
what information we hold (this policy tells you).
- To see what information
we hold about you. There may be a charge for this.
- To amend any inaccurate
or incomplete personal information.
- To withdraw consent from
us using your personal information.
To request that some or all of your personal information be erased. Please note that we can
decline this request if we need to hold the information to practice lawfully and competently.