Information about private phone and video counselling: how I work

I work as a counsellor within the code of ethics of two professional bodies: the National Counselling and Psychotherapy Society, (NCPS) of which I am a professional accredited member (membership number. NCS23-00122) and the British Association for Counselling and Psychotherapy (BACP, Accredited Member, 00703037).

At our first session, we will talk about your reasons for considering counselling and how we might work together, then together we can decide if are a good fit and if counselling with me is the right path for you. If we go ahead, we will review our work every six sessions or so, although many people find they don’t need as many as six sessions. If we decide we’re not a good fit, I may be able to signpost you to another counsellor or organisation.

Our conversations are confidential except in certain situations: I may discuss some of our conversations and our work together (but not your identity) with my supervisor as required by the NCPS/BACP code of ethics; if I am concerned for your safety or someone else’s, I may contact your GP or another appropriate person/organisation; there may be a legal requirement to disclose certain information, e.g., a serious crime.

I keep brief notes of each session as an aide memoire. These are stored securely, and separately from your name and contact details, in accordance with the General Data Protection Regulation 2018. You may have a copy of these notes if you wish. They are destroyed after our work together is completed and after any insurance company time frames have elapsed. More detail is in my Privacy Notice, which is at the end of this document.

Each session usually lasts for one hour, and times will be as arranged between us.  For phone appointments, I will usually call you at the agreed time but if you’d rather call me, that’s fine, just let me know in advance. If the call doesn’t connect, or connects and then fails, I will call you back (if you’ve called me, I’ll wait for you to call me back). If we can’t reconnect again within 10 minutes, I’ll contact you to rearrange. Also, if you don’t have a safe private space to talk when I call, please let me know and we can rearrange.

For video calls I will open the room within 5 minutes of the appointment time. If you have difficulties connecting, please phone or text so we can resolve or find a workaround.

If you have to postpone or cancel a session, please give at least 24 hours’ notice, otherwise the fee for that session will normally be payable. This is because that time is set aside for you and cannot usually be offered to someone else at very short notice. I will usually send a confirmation the day before, but please do not wait for me to do that if you already know that you won’t be able to make the session.

If you need to contact me between sessions, please text on 07581 069877, or email cm@counsellorcrewe.co.uk, or leave a voicemail or voice note. I will reply as soon as possible but please be aware that it may not be immediate. I don’t offer support between sessions, but we can arrange another appointment as soon as possible, if you wish. If you decide you no longer want counselling, please let me know this, you don’t have to say why unless you want to. If anything is getting in the way of you coming, we may be able to find a way round it.

Caroline Midmore Counselling: Privacy Notice

This privacy notice explains what to expect when Caroline Midmore Counselling collects and uses your personal information. The General Data Protection Regulation (GDPR), which came into effect on 25th May 2018, requires that clients are given this information. You can find out more from Caroline Midmore: by phone/text on 07581 069877, or by email: cm@counsellorcrewe.co.uk

Security

I am committed to ensuring that your information is secure. To prevent unauthorised access, I have put in place suitable physical, electronic and managerial procedures to safeguard the information I collect and generate. Information is kept for between 1 and 2 years after completion of counselling (except in the case of insurance company requirements or an exceptional ongoing need to retain it e.g., legal proceedings) and is then deleted/destroyed securely.

The personal information I collect may include:

1.     Personal identifiers such as your name and date of birth (to verify whether you are 18 or over).

2.     Contact details such as postal address, postcode, email and phone numbers.

3.     Financial information such as bank account and payment card details.

4.     Medical information such as GP details and medication (this is classified as ‘special category’ data).

5.     Notes of the content of counselling sessions (also classified as ‘special category’ data).

I collect and hold personal information for these purposes:

1.     Record keeping, arranging appointments, arranging payments and similar administrative tasks.

2.     Maintaining the quality of services to clients, including compliance with NCPS’s Code of Ethics.

3.     Improving communications with potential clients, e.g., identifying websites used by clients to find me.

Lawful basis for processing personal data

I process your data on the basis of legitimate interests in order to comply with NCPS’s Code of Ethics and to enable me to share your personal information should I consider this necessary for your safety or that of another person, or for legal reasons – see below. Special category data is processed under condition (h) relating to provision of health care.

Sharing your personal information

Personal information will only be shared in these circumstances:

1.     In supervision, as required by NCPS’s Code of Ethics; your identity will not be disclosed.

2.     Where relevant, with an organisation referring you, e.g., a health insurer or occupational health provider; you will be specifically informed if this applies to you.

3.     If there is a serious risk of harm to you or another person, in order to enlist other services to help keep you/the other person safe. Wherever possible this is done with your prior consent but where I consider it necessary after appropriate consideration, may be done without your consent.

4.     If there is a need to disclose information about possible criminal acts or security threats to the authorities, or if instructed by a court or other legal entity.

Access to your data

You have the right to have your personal data returned to you in a paper or electronic format and may then pass this on to another counsellor/data controller. There is no charge for this. You also have the right to ask for your personal data to be amended, or for it to be deleted, however this may mean the counselling relationship cannot continue.

End of document