Privacy Policy

This is a counselling service for children and young people, aged between 11-30. This service is run by Maisie Matthews, an integrative counsellor, who will be handling, storing and processing all data collected.

What information is collected from you

Information collected is as follows:

  • Child/Young person personal data – names, age, address etc.
  • Parent contact details
  • Client contact details (If over the age of 16)
  • Life history – Medical, allergies, family home set up, school history
  • Session notes
  • Relevant information that may be requested by other professionals
  • Pictures of work from sessions

Reasons why this information is collected

This information is collected to ensure counselling is able to be provided in the safest way e.g. medical and allergy history. Having contact details of all necessary adults will ensure communication is maintained. Keeping records will support the counselling work.

Who the information will be shared with and why

Due to the confidential nature of the service, sharing any information is kept to a minimum. If information is shared this will be through anonymised codes were possible. This will ensure client confidentiality remains. Information may be shared as part of a safeguarding procedure, where possible, this will remain minimal and anonymised. Information may need to be shared with outside agenices, GP, CAMHS etc. This will ensure that further support can be provided to the child or young person if it is needed. Session information may be shared with Maisie Matthews’ supervisor during monthly supervision sessions, this is all kept anonymous.

Your information will not be shared with anyone else or for anything else than what is detailed above. This is all to aid the counselling work and as a means to contact you were necessary.

How and where the information will be stored

Any paper data will be stored in a locked box. This will be locked with a key and this key kept elsewhere. Only Maisie Matthews will have access to this. In the unfortunate event that I am unable to work, my associate, Rachael Buswell, will gain access to all data. This will be to contact clients and support in their next steps for counselling.

All clients will have a notebook assigned to them where I record any session notes. This is then stored in the locked box as discussed above.

All clients are given an anonymised code upon starting counselling. This will be used to replace official names.

Any artwork will be stored in the lockbox alongside client notes. Any photos taken of activities are purely for the session note purpose and for clients to take with them when finishing counselling. All photos are deleted after printing and no personal data will be captured.

Maisie Matthews’ work phone will store all contact details which is locked with a password only known by Maisie Matthews.

How can you access any information held about you

We all have rights to access any data held about us. This will be provided within 30 days of request. This will be either in person or over email.

How long do we keep hold of this information

All records will be kept whilst the counselling is ongoing. If counselling is completed before the client turns 18 then the records will be kept for 3 years after their 18th birthday. If a client is above 18 years old upon completion of counselling, the records will be kept for 5 years after.

How and when will we dispose of this information

All paper records will be shredded if counselling does not begin. Three years after a clients 18th birthday (if counselling has finished), records will be shredded. If a client is over 18, 5 years after completion as stated above, all paper records will be shredded.

Any electronic records will be deleted following the same age guidelines.

What happens in the event of a data breach

In the unfortunate event of a data breach, Maisie Matthews has a duty to inform you and the ICO within 72 hours of it occurring.

Children and Young People’s Consent

This information will be explained to the child or young person commencing counselling in child friendly language to ensure their understanding. I will explain the process of storing information, records and art work and the procedure of keeping it safe and secure.

ICO

Maisie Matthews is registered with the Information Commissioners Office as the data controller for Maisie Matthews Counselling (reference: ZB536009). If you have any concerns about how your data is handled, then please contact the ICO quoting this reference for further advice on how to query or complain.