Privacy Policy 

Your data - what I collect, how and why
 

I, Matthew Tandy, am a counsellor in private practice. To be able to my provide my services, I will need to keep certain information on you as a client.

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In order to ensure that your data is kept safe and handled properly, I am registered with the Information Commissioner's Office (ICO) and adhere to guidelines set out in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

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When you sign up for a 20 minute introductory call, I will collect the following data:

• Your name - so I can get to know you and provide you with counselling

• Email address and phone number - so I can contact you to arrange counselling

• Date of Birth - during the call, I will ask for this if you wish to book your first session to confirm you are an adult (18+)

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During our first counselling session, I will collect further data:

• Your home address - in case of an emergency. I hope to never need this, but if I ever needed to send emergency services to your home, having your address could prove life-saving

• Your GP's details - again, this is so I can contact your doctor in case of an emergency

• Emergency contact - so I can contact someone you trust in case of an emergency

• Health issues/medication information - you can choose to share relevant health information with me so I can continue to keep you safe
   

I may have to share your personal information if:​

• My notes are subpoenaed by court order

• If you or someone else is at risk of serious harm, I may contact your GP or the emergency services

• In the unfortunate event that something happens to me and I am incapacitated, I have appointed a Clinical Executor who will contact you to inform you

I will never sell your information or share it for marketing purposes. 

You have the right to request to see, amend or have destroyed any personal data I hold on you. I will aim to respond to any such request within 14 days.
 

Storing your data:

I keep everything hand-written where possible - this includes all my session notes, forms and contracts. I then keep all paperwork locked away in filing cabinets, in a secure building, and only I can access them. Any personal data of yours is kept stored separately from your session notes and your notes are anonymised. Your phone number will be stored on my work phone, under a client code rather than your name. This phone is password protected. ​

For those attending sessions online, a secure and encrypted platform is used to ensure the privacy and confidentiality of our conversations.

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Retaining your data and the disposal of it:

I will keep your session notes, name and unique code for five years after we finish our work together. This is required by my insurance. Once five years have passed, I will destroy all data of yours that I hold. ​​

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I will delete your phone number from my work phone one month after we finish working together.​

I will delete any emails or messages between us one month after we finish working together.

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If you do not agree to me using your data in this way, it is unlikely we will be able to work together. 

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I may amend this Privacy Policy without notice to you, but a copy is always available here on my website.