Caroline Hutchins Counselling website is owned by Caroline Hutchins Counselling, which is a data controller of your personal data.
We have adopted this Privacy Policy, which determines how we are processing the information collected by Caroline Hutchins Counselling, which also provides the reasons why we must collect certain personal data about you. Therefore, you must read this Privacy Policy before using Caroline Hutchins Counselling website.
Your privacy is important. Your personal information will be kept safe and secure and will only be used for the purpose it was given to us. We adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Personal information we collect:
When you visit the Caroline Hutchins Counselling, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the Site, and how you interact with the Site. We refer to this automatically-collected information as “Device Information.” Moreover, we might collect the personal data you provide to us (including but not limited to Name, Surname, contact details, etc.) during the completion of the contact form.
Why do we process your data?
Our top priority is customer data security, and, as such, we may process only minimal user data, only as much as it is absolutely necessary to maintain the website. Information collected automatically is used only to identify potential cases of abuse and establish statistical information regarding website usage. This statistical information is not otherwise aggregated in such a way that it would identify any particular user of the system.
You can visit the website without telling us who you are or revealing any information, by which someone could identify you as a specific, identifiable individual. If, however, you wish to make contact, you will be asked to provide other details by filling a form, you may provide personal data to us, such as your email, first name, last name and telephone number. You can choose not to provide us with your personal data, but then you may not be able to take advantage of some of the website’s features. For example, you won’t be able to contact us directly from the website. Users who are uncertain about what information is mandatory are welcome to contact us via caroline@carolinehutchinscounselling.co.uk.
New Enquiries
If you are considering counselling sessions, we will process your personal data where necessary for the performance of our potential contract together. When you initially make contact with an enquiry about counselling services, we will collect information to help satisfy your enquiry. This will include taking basic personal details such as name, address, date of birth, contact information, information about the nature of your enquiry and your GP’s details. Alternatively, your GP or another health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf. If you decide not to proceed with our services, we will ensure all your personal data is deleted within 1 month. If you would like your information to be removed sooner, please do let me know by emailing caroline@carolinehutchinscounselling.co.uk.
During Counselling
If you are undertaking counselling sessions, we will process your personal data where it is necessary for our contract together. This will include at the start keeping a record of your personal details such as name, address, date of birth, contact information, information about the nature of your therapy and your GP’s details. It may also include sensitive personal information detailed below. Once counselling sessions begin, we will also keep brief anonymised electronic notes of each session. Information will be kept securely, password protected and not shared with any third parties unless requested by you.
We may communicate via email, text, WhatsApp to make arrangements for sessions. Messages via email, text or WhatsApp will be deleted within 1 month, unless we agree a legitimate reason to retain any information.
We may also communicate or run a session via GoogleMeet which provides a secure platform. If we do this, we will send you a unique link for the session and your name will not be show in the invite. As such the session is anonymised and any information held in calendars will be retained electronically but will not hold your name details to protect confidentiality.
In the event of my death or incapacitation, a clinical trustee will access your data in order to make contact with you regarding the circumstances. A clinical trustee is regularly and securely given your name and contact details for this reason. In the event of my death, a clinical trustee will also access communications, client notes and other relevant information in order to close down the practice and ensure that your data is managed confidentially. If you have any further questions around this, please do make contact.
After Counselling Ends
Once your sessions have come to an end, we will use legitimate interest as the lawful basis for holding and using your personal information. Once sessions have ended the following data retention will apply:
Emails – deleted within 1 month
Text/WhatsApp Messages – deleted within 1 month
Electronic Notes – deleted within 7 years from the end of our contract.
Sensitive Personal Information
The GDPR and data protection laws recognises Sensitive Personal Information. This can include information about a persons’ health, race, ethnicity, sexual orientation, gender and religion. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between us).
Your data subject rights
Under the GDPR you have a number of rights in respect of personal information held about you as follows:
A right to request a copy of information held about you: to make a request for any personal information held about you, please put the request in writing addressing it to: or send to the address above.
A right to object: you can object to the processing or restrict the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact as noted above, providing details of your objection.
To know if your information is shared with a 3rd party: counselling sessions are confidential, and your information will not ordinarily be shared with any 3rd party. The details of when confidentiality may be broken are contained in the Counselling Agreement (separate document). We will always aim to speak with you first but in the event of a safeguarding matter we will be required to share information with 3rd parties such as the safeguarding board, CAMHS, CMHTs, Emergency services, Multi Agency Safeguarding Hub and or GPs. Your information will never be sold or shared with another organisation so that they contact you for marketing activities. Your information will not be sold regarding web browsing activities.
A right to access a copy of any automated processing activities: an automated decision-making activity is one when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
A right to correct data held: if you feel any information is held incorrectly, you can make contact to amend this.
A right to have all information erased: if you wish your information to be erased, you can make contact to do this.
A right to have information transferred to another company or organisation: if you wish for your information to be shared with another organisation, you can make contact to do this.
A right to request how information is processed and used: this is outlined above, but if you have any further questions please make contact.
You can read more about your rights at www.ico.org.uk/your-data-matters. If you wish to exercise any of these rights or find out more please email caroline@carolinehutchinscounselling.co.uk or in writing to Caroline Hutchins at The Consulting Centre, 348 Poole Road, Poole, Dorset, BH12 1AW.
Information security:
We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. We keep reasonable administrative, technical, and physical safeguards to protect against unauthorized access, use, modification, and personal data disclosure in its control and custody. However, no data transmission over the Internet or wireless network can be guaranteed. Our methods meet the GDPR compliance requirement.
Registered with the Information Commissioner’s Office [ICO: ZB575588].
Complaints process
If you have any complaint about how your personal data is handled, please do not hesitate to get in touch. We would welcome any suggestions for improving data protection procedures. If you wish to make a formal complaint about the way your personal information is processed, you can contact the Information Commissioner’s Office (ICO) which is the statutory body that oversees data protection law in the UK. For more information go to www.ico.org.uk/make-a-complaint
Contact information:
If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to caroline@carolinehutchinscounselling.co.uk. Phone: 07386891374.
