Privacy Policy

Practice name: Debra Canning

Data Controller: Debra Canning

Email: debra.canning@sky.com

Telephone: 07930 400712

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I am committed to protecting your privacy and handling your personal information fairly, lawfully, and transparently. This Privacy Policy explains what information I collect, why I collect it, how I use it, how I keep it secure, and your rights under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

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What information I collect

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I may collect and process the following personal information:

• Name, address, telephone number and email address.

• Date of birth and emergency contact details.

• GP details (where appropriate).

• Information you provide during counselling sessions.

• Brief clinical notes relating to our work together.

• Appointment dates and attendance records.

• Payment records and invoices.

• Correspondence by email, telephone or text message.

Some of this information is classed as special category personal data, including information relating to your physical or mental health.

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Why I collect your information

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I collect your information in order to:

• Provide counselling services safely and effectively.

• Arrange and manage appointments.

• Maintain appropriate clinical records.

• Contact you regarding appointments or changes to services.

• Meet my professional, legal and insurance obligations.

• Protect your vital interests or those of another person where there is a serious risk of harm.

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My lawful basis for processing

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Under UK GDPR, I process your personal information because:

• Processing is necessary for the performance of our counselling agreement.

• Processing is necessary for my legitimate interests in providing professional counselling services.

• Processing of special category data is necessary for the provision of health and counselling services and for the management of those services.

• Where appropriate, processing is necessary to protect your vital interests or to comply with legal obligations.

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Confidentiality

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Everything discussed in counselling is treated as confidential.  Confidentiality may only be broken where:

• I believe there is a serious risk of harm to you or another person.

• I am required to do so by law or court order.

• Disclosure is necessary to safeguard a child or vulnerable adult.

• You have given your explicit consent.

Where possible, I will discuss any disclosure with you first.

 

Clinical notes

 

I keep brief professional notes to support the therapeutic process and to meet professional standards. These notes are stored securely and are only accessible to me unless disclosure is required by law.

 

Supervision

 

As part of ethical practice, I discuss my client work with a qualified clinical supervisor.

Your identity will not normally be disclosed, and information is anonymised wherever possible. Supervisors are themselves bound by professional confidentiality and data protection obligations.

 

How your information is stored

 

Your information is stored securely using appropriate technical and organisational measures, which may include:

• Password-protected computers and devices.

• Encrypted electronic storage where appropriate.

• Locked storage for any paper records.

I take reasonable steps to prevent unauthorised access, loss, misuse or disclosure.

 

Email, telephone and online sessions

 

If we communicate by email, telephone or video platform, there is a small level of risk associated with electronic communication.  Reasonable steps are taken to use secure systems, but absolute security cannot be guaranteed over the internet.

Sharing information

I do not sell or share your personal information for marketing purposes.  Information may only be shared with:

• My clinical supervisor (using anonymised information where possible).

• My professional indemnity insurer if required.

• My accountant for financial records (not clinical notes).

• Secure technology providers who process data on my behalf.

• Legal or safeguarding authorities where required by law.

Where third-party service providers process personal information on my behalf, appropriate data processing agreements are in place where required.

 

How long I keep your information

 

Client records are normally retained for seven years after counselling ends unless there is a legal or professional reason to retain them longer.

Financial records are retained for the period required by HM Revenue & Customs.

When records are no longer required, they are securely destroyed.

 

Your rights

 

Under UK GDPR you have the right to:

• Be informed about how your information is used.

• Request access to your personal information.

• Request correction of inaccurate information.

• Request erasure in certain circumstances.

• Request restriction of processing.

• Object to certain types of processing.

• Request data portability where applicable.

• Complain if you believe your information has been handled improperly.

Please note that some rights may be limited where I am legally required to retain records or where doing so would adversely affect the rights of others.

 

Subject Access Requests

 

You may request a copy of the personal information I hold about you.

I will respond within the time limits required by law and will carry out reasonable and proportionate searches to locate the information requested.

 

Data protection complaints

 

f you have any concerns about how I have handled your personal information, please contact me in the first instance using the details above.

I aim to:

• acknowledge your complaint within 30 days;

• investigate your concerns fairly;

• respond without undue delay; and

• keep a record of complaints and how they were resolved.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).Information about making a complaint can be found at www.ico.org.uk or by calling 0303 123 1113.

 

Changes to this Privacy Policy

 

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional guidance or my practice. The latest version will always be available on request.