Southside Counselling and Therapy Centre Ltd
Purpose of privacy notice
The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR). This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.
One of the rights is a right to be informed, which means we want to give you even more information than we do now about the way in which we use, share and store your personal information.
This means that we will be publishing a new privacy notice so you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.
This new privacy notice comes into effect and will be published on our website on 25 May 2018.Our aim is to meet the following guidelines which give you information about how we keep and share any information about you. It is important that:
- You are informed what information we hold.
- You know you can see the information we hold about you (free of charge for the initial request).
- You can ask us to rectify any inaccurate or incomplete personal information.
- You can withdraw consent to me using your personal information.
- You can request your personal information be erased (though we can decline whilst the information is needed for me to practice lawfully & competently).
Who are we?
Francesca Howell and Deirdre Parkinson at Southside Counselling and Therapy Centre LTD are the data controllers (we can be contact on 0141 637 7706 or email@example.com). This means we decide how your personal data is processed and for what purposes.
Whose information does this privacy notice apply to?
This privacy notice applies to information we collect from people contacting the centre to find a counsellor.
What is personal data?
Personal data relates to date that means a living person can be identified by that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. Examples of personal data we may hold about you include your name and contact details.
Special category data is a sub-category of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. Examples of special category data we may hold about you include content of any email or text you send us.
How do we process your personal data?
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the purposes set out below.
Personal Information we may Collect.
- Telephone/SMS number (plus permission to send SMS & leave voice message).
- Email address.
- Information given to us either by phone or email relating to your reasons for seeking counselling.
- We use your name, address, telephone number and email address to refer you to the right counsellor who then contacts you directly. We are unable to send or receive encrypted emails so you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
- We use your name, address, telephone number and email address, only if we have your explicit consent, to send you marketing materials. We are unable to send or receive encrypted emails so you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send us is within the bounds of the law.
- All of our counsellors keep a record of attendance which records all appointments for patients attending our clinic to keep a record of when you were treated for tax purposes and to secure potential evidence in the event of a criminal prosecution, civil litigation, insurance claim or complaint to their regulatory body.
- We keep accident records for any patients, visitors or staff who are involved in accidents at our clinic in accordance with UK Health and Safety legislation including the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) to comply with the law and to secure evidence in the event of criminal proceedings, civil litigation, an insurance claim or complaint.
If we receive a complaint about our services
If we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We usually have to disclose the complainant’s identity to whoever the complaint is about. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. We may need to provide personal information collected and processed in relation to complaints to a professional body or to our insurance company.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
When an enquiry is made to us
Where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Information for our website users
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search is powered by (wordpress). Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by us or any third party.
We use website cookies to improve user experience of our website by enabling our website to ‘remember’ users, either for the duration of their visit – using a ‘session cookie’ – or for repeat visits –using a ‘persistent cookie’.
Sharing your personal data
The only time we share your personal date is to pass it onto a counsellor as a referral so that they can contact you directly.
For further details about the situations when information about you might be shared please see the Information Commissioner’s website at https://ico.org.uk/for-the-public/personal- information/sharing-my-info/
How we will store your Personal Information.
- Smartphone, Email: We may have your contact information in a text, email or WhatsApp message. Both are kept should we need to contact you again but are deleted once you have started work with your own counsellor.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary. Data is stored primarily in emails and texts. All devices are password secured.
In event of either of our death/illness we have entrusted the destruction of the data by our colleague, Deirdre Parkinson or Francesca Howell
At any time you may request that changes are made to your contact details.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have certain rights with respect to your personal data.
For further details about these rights please see the Information Commissioner’s website at
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
If your health is in jeopardy (provided I have your consent) I may share your contact information with an emergency healthcare service (e.g. Mental Health Crisis Team). If I have become aware of your intent to cause harm to another person/organisation (e.g. terrorism), the law may require that I inform an authority without seeking your permission. In such a situation, the law may require that I share your personal information without your knowledge (known as: whistle-blowing).
To exercise all relevant rights, queries of complaints please in the first instance contact us at
Southside Counselling and Therapy Centre Ltd,
The General Data Protection Regulation (GDPR) is concerned with the personal information about you that I collect, store, and share.