Privacy Notice
 

Contact Details & Regulatory Registration

 

• Data Controller: Deborah Hooker

• Practice Name: Deborah Jayne Counselling & Supervision

• Address: Tranquil Living Wellbeing Centre, 1D Royal Oak Yard, Skipton, BD23 1NP

• Phone Number: 07747533055

• Email Address: deborahjcounselling@gmail.com

• ICO Registration Number: ZA454236

• Professional Membership: Registered Member of the British Association for Counselling and Psychotherapy (BACP).

 

The Type of Personal Information Collected

 

The practice collects and processes the following information to ensure safe, ethical treatment:

• Identity Data: Full name

• Contact Data: Telephone number, email address.

• Emergency Contact Data: I do not take an emergency contact unless you specify you would like me to hold this information.

• Special Category Data: Clinical intake forms, psychological history, dates and times of appointments, session themes, and any medical information relevant to your therapeutic care.

 

 

How Information is Obtained and Why it is Held

 

Most of the personal information processed is provided directly by you when you:

• Complete a contact form on the website or through Counselling Directory.

• Disclose relevant themes and history during ongoing clinical therapy sessions.

 

 

Lawful Bases for Processing Data

 

Under the UK General Data Protection Regulation (UK GDPR) and the BACP Ethical Framework for the Counselling Professions, the lawful bases relied upon are:

1. Performance of a Contract: Processing is necessary to fulfil the therapy contract agreed upon between client and therapist.

2. Legitimate Interests: Processing is necessary for the effective, professional administration of a private clinical practice. This aligns with Commitment 2e of the BACP Ethical Framework, which mandates keeping accurate and appropriate records to ensure a safe standard of service.

3. Special Category Data (Health & Social Care): For processing health data, the practice relies on Article 9(2)(h) of the UK GDPR, as data processing is required for the provision of health or social care treatment.

How Data is Stored and Shared

 

Your data is securely stored using methods designed to maximise client confidentiality and comply with UK GDPR principles:

• Separation of Records: To protect your identity, your clinical case notes do not contain your name. They are filed using a unique alphanumeric client reference code and stored completely separately from your contact information.

• Paper Records: Any physical documents or brief handwritten notes are kept inside a locked filing cabinet within a secure facility.

• Digital Records: Any information stored digitally is encrypted and password protected.

 

The BACP Circle of Confidentiality & Data Sharing

 

Your personal information will never be sold or shared for marketing purposes. It is only shared within these strict, professional parameters:

• Clinical Supervision: In accordance with BACP requirements, my practice is routinely reviewed with a qualified clinical supervisor. Case discussions are entirely anonymized; your identity is strictly withheld.

• Safeguarding & Legal Obligations: In line with Good Practice Point 55d of the BACP Framework, confidentiality may be breached if there is a clear, foreseeable limitation to privacy—specifically if I believe there is an imminent risk of serious harm to yourself or others, or if I am legally ordered to disclose information by a court of law.

• Professional Will: A designated professional executor holds encrypted access to client contact details. They will only access this data to inform you in the event of my sudden death or incapacitation.

Data Retention Period

 

All personal data and clinical case notes will be retained securely for a period of 7 years following your final therapy session. This timeline is set to comply with professional indemnity insurance mandates and to protect both client and therapist regarding potential BACP Professional Conduct or legal inquiries. Following this 7-year mark, digital records are permanently purged and paper records are securely destroyed.

Your Data Protection Rights

 

Under UK data protection law, you have specific rights regarding your data:

• Right of Access: You can request copies of your personal data and clinical notes (Subject Access Request).

• Right to Rectification: You can request that inaccurate or incomplete information be corrected.

• Right to Erasure: You can request the deletion of your data, though this may be overridden by my legal and insurance requirements to retain clinical records.

You are not required to pay a fee to exercise your rights, and the practice has one calendar month to respond to your request.

How to Complain

 

If you have concerns about the use of your personal information, in the first instance you must lodge your complaint with me directly, using the contact methods above.  Please note that this covers concerns about data handling only, not about the therapeutic relationship or professional conduct, which are dealt with separately. I will acknowledge your concern within 30 days and respond as promptly as possible.. If you remain dissatisfied, you have the right to lodge a complaint with the ICO:

• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

• Helpline: 0303 123 1113     Website: ico.org.uk