Introduction

This GDPR policy explains how I look after your personal data if we work together. It should be read in conjunction with our Privacy Policy that sets out how your data is looked after when you visit our website and social media accounts.  

1 Personal Data that may be held

•  Your email address and phone number

• Emails and email attachments, SMS/WhatsApp/ messenger messages we have exchanged.

• Client contracts and intake forms

• Session notes

• Anything additional that you choose to provide me with during our work together

2 Storage of Personal Data

• Client contracts and intake forms are stored securely on a password protected computer.

• Your phone number may be stored on my mobile phone using an anonymous reference. My phone is code and fingerprint protected.

• Email correspondence are saved electronically and password protected.

• In line with best practice, brief session notes are kept in a digital format, these are password protected. Any handwritten session notes are kept in a locked cabinet.

• Any audio/video files will be stored as soon as possible on a secure password-protected encrypted device.

3 Reasons your Personal Data is held

The data outlined above is held for the following reasons: 

• For communication purposes (e.g. emails to arrange sessions)

• To facilitate our work together (e.g. session notes)

• For professional development purposes (e.g. I am required to attend supervision sessions, see the ‘confidentiality’ section below for further details)

• For legal reasons (i.e. it is a requirement of my insurance provider)

4 Length of Data Retention

My insurance provider requires me to keep client records for a period of seven years from the date of our last session. After this time all electronic records will be permanently deleted and paper notes will be destroyed by shredding.

5 Confidentiality

What you tell me in your sessions remains confidential, and will not be disclosed to anyone else without your express permission. There are two exceptions to this:

1) If I believe a child or vulnerable adult may be at risk, I am duty-bound to pass this information on to the relevant authorities. If I formed this impression, I would discuss it with you, and let you know if I passed the information on, and who I passed it on to.

2) As an essential part of my professional practice, I have regular supervision (both individual and group) to support and monitor my work with clients. In supervision, I will discuss issues arising in my work, but will always keep the identity of clients anonymous when I do so.

6 Updates to this document

The information contained within this document may be updated from time to time. Please get in touch at info@maneracoaching.com if you would like to see the most up to date version.