Introduction

The Bodhi Tree Counselling and Psychotherapy is committed to protecting your privacy and handling your personal information in accordance with UK data protection legislation.

This privacy notice explains what information is collected, why it is collected, how it is stored, and your rights regarding your personal information.

Information Collected

Information may include:

- Name and contact details;

- Information submitted through the website contact form;

- Appointment details;

- Health and wellbeing information relevant to counselling and psychotherapy;

- Session notes;

- Payment information where applicable.

Why Information Is Collected

Personal information is collected to:

- Respond to enquiries;

- Arrange and provide counselling and psychotherapy services;

- Maintain accurate records;

- Meet legal, ethical and professional obligations;

- Protect clients and others where safeguarding concerns arise.

Lawful Basis for Processing

Personal information is processed under:

- Article 6(1)(b) UK GDPR – Performance of a contract;

- Article 6(1)(f) UK GDPR – Legitimate interests;

- Article 9(2)(h) UK GDPR – Provision of health and therapeutic services.

Storage of Information

Information is stored securely in both paper and electronic formats.

Online sessions may be provided through Doxy.me. Doxy.me operates independently and has its own privacy arrangements.

Appropriate measures are taken to ensure all personal information remains secure and confidential.

Retention of Records

Client records are retained for five years following the final counselling session and are then securely destroyed.

Sharing Information

Information is treated confidentially and will not normally be shared without consent unless:

- There is a serious risk of harm;

- Safeguarding concerns arise;

- Disclosure is required by law;

- Professional consultation or supervision is required in accordance with BACP ethical practice.

Only the minimum information necessary will be shared.

Your Rights

You have the right to:

- Request access to your personal information;

- Request correction of inaccurate information;

- Request restriction of processing where appropriate;

- Object to processing in certain circumstances;

- Lodge a complaint regarding the handling of your personal information.

Complaints

Complaints regarding data protection should be sent to:

info@thebodhitreepsychotherapy.co.uk

If you remain dissatisfied, you may contact the Information Commissioner's Office (ICO) at www.ico.org.uk.

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DATA PROTECTION COMPLAINTS PROCEDURE

The Bodhi Tree Counselling and Psychotherapy aims to handle personal information fairly, securely and transparently.

If you have concerns regarding the handling of your personal information, you may submit a complaint by email to:

info@thebodhitreepsychotherapy.co.uk

Complaints will:

1. Be acknowledged as soon as reasonably possible;

2. Be reviewed carefully and confidentially;

3. Receive a response without undue delay and normally within 30 days.

If additional information is required to investigate the complaint, this will be requested promptly.

If you remain dissatisfied following the response, you have the right to refer your concerns to the Information Commissioner's Office (ICO).

Website: www.ico.org.uk

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APPROPRIATE POLICY DOCUMENT

(Internal Use)

Purpose

This document explains how special category data is processed and protected in accordance with UK data protection legislation.

Types of Data Processed

Special category data may include:

- Mental health information;

- Health-related information;

- Information disclosed during counselling sessions.

Conditions for Processing

Processing is necessary for the provision of counselling and psychotherapy services and for maintaining appropriate professional records.

Safeguards

Personal information is:

- Stored securely;

- Accessible only where necessary;

- Protected through appropriate organisational measures;

- Retained only for as long as necessary.

Retention

Client records are retained for five years following the final session and are then securely destroyed.

Review

This document will be reviewed periodically and updated where necessary.

Document prepared for:

Laura Kirk

The Bodhi Tree Counselling and Psychotherapy