We offer the following services to our clients: Coaching Psychology, Psychotherapy, Training and Facilitation using our names Sarah Urquhart and Gordon Urquhart. We operate through the registered company we co-own, The Coaching Clinic Ltd.
We take your confidentiality and privacy rights very seriously. The following information explains how your personal information is processed, transferred and stored. This is in accordance with the guidance regarding required accountability and transparency to you under the General Data Protection Regulation (GDPR) 2018.
What Personal Data do we collect?
We collect personal data during the initial referral/contact process, via the website, emails, telephone or SMS. Additional personal data may then be required as part of the treatment process. Personal information that we may require can include:
• Date of birth
• Contact details (telephone and email)
• GP Details
• Next of kin/family details
• Medical/Mental health history
• Current presenting information
• Risk information
• Progress notes for each discussion/session
We collect only the information required for us to deliver our service for our clients and monitor their progress throughout our relationship.
How do we store your personal information?
Your information may be stored electronically on password protected devices. Information may also be stored in paper form such as with notes which are held securely in locked storage. We need to store your information long enough to adhere to the requirements of HMRC, professional bodies and insurers which may be up to 10 years. If you provide data during an enquiry as a prospective client but decide not to work with us your data will be deleted or securely destroyed within a month.
As part of our work together there may be some circumstances where it is required of us to share information with others. In such case we will ask for your consent before sharing information and you will be consulted about the information we would like to share.
The sharing of information between professionals will always be limited to that required and for the benefit of the client. However, there are exceptions to this where we may be required to share information, whether or not consent has been given. This may be during legal proceedings or when complying with legal obligations, a court order or governmental authority.
For example, if we believe that there is a risk of serious or imminent harm to yourself or anyone else, we are required to act and inform appropriate agencies. This could be your GP, a Crisis team, the police, safeguarding, social services, your employer or other agencies.
Aspects of our accounts/administration are managed by a member of the Coaching Clinic team and as such they will have limited access to your data when required in undertaking this task. This may be for example managing invoices and processing payment. The strictest confidence is maintained in this process.
Your rights in relation to personal data
As a data subject you have the following rights under the GDPR guidelines:
- The right to be informed about the collection and use of personal data
- The right of access to the personal data we hold about you
- The right to rectification if any personal data held is inaccurate or incomplete
- The right to be forgotten – you have the right to request your information is deleted from our system. This may be limited by requirements for me to retain data for a fixed period of time in order to adhere to professional, legal, accounting, taxation or insurer’s requirements
- The right to restrict processing
- The right to data portability – you can obtain and use your personal data for your own purposes across different services
- The right to object to the use of your personal data for particular purposes
- Rights with respect to automated decision making and profiling
- The right to lodge a complaint with a supervisory authority
If you would like any further information concerning your rights, please email on email@example.com or firstname.lastname@example.org or speak to one of us directly.
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