Privacy Policy
Introduction
Mosaic Counselling is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how your personal information is collected, used, stored, and protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Mosaic Counselling is the Data Controller for the personal information collected through the provision of counselling services.
Information We Collect
To provide counselling services safely and effectively, Mosaic Counselling may collect and process personal information including:
- Name
- Address
- Telephone number
- Email address
- Date of birth
- Emergency contact details
- GP details (where appropriate)
- Information provided during counselling sessions
- Counselling records and session notes
- Correspondence relating to counselling services
Only information that is relevant and necessary for the provision of counselling services will be collected.
Purpose of Collecting Information
Your information is collected and processed in order to:
- Provide counselling services
- Arrange and manage appointments
- Maintain accurate client records
- Communicate with you regarding appointments and services
- Fulfil professional, ethical, and legal responsibilities
- Ensure client safety and wellbeing
Lawful Basis for Processing
Personal information is processed under the following lawful bases:
- Performance of a contract for counselling services
- Legitimate interests
- Compliance with legal obligations
- Processing of special category data relating to health and wellbeing
Confidentiality
Everything discussed during counselling sessions is treated as confidential.
However, confidentiality may be broken where:
- You provide consent for information to be shared
- There is a legal obligation to disclose information
- There is a serious concern regarding risk of harm to yourself or another person
- Information is required for safeguarding purposes
- Professional consultation or clinical supervision is necessary
Where information is discussed in clinical supervision, identifying details will be minimised or anonymised wherever possible.
Storage and Security
Mosaic Counselling maintains electronic client records.
Appropriate measures are taken to protect personal information, including:
- Password-protected devices
- Secure electronic storage
- Restricted access to client information
- Regular review of security arrangements
Every reasonable effort is made to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.
Data Retention
Client records are retained in accordance with professional guidance and legal requirements.
Records will normally be retained for seven years following the end of counselling services.
After the retention period has expired, records will be securely deleted or permanently destroyed.
Sharing Information
Your information will not normally be shared with third parties without your knowledge or consent.
Information may be shared where:
- You have provided consent
- There is a legal obligation to do so
- There are safeguarding concerns
- There is a serious risk of harm to yourself or another person
- Professional supervision requirements apply
Only information that is necessary and proportionate will be shared.
Your Rights
Under UK GDPR, you have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request restriction of processing in certain circumstances
- Request erasure of information where appropriate
- Object to processing in certain circumstances
- Lodge a complaint regarding the handling of your personal information
Requests should be made in writing to Mosaic Counselling.
Complaints
If you have concerns about how your personal information has been collected, stored, or processed, you are encouraged to contact Mosaic Counselling in the first instance.
If you remain dissatisfied with how your personal information has been handled, you have the right to make a complaint to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: www.ico.org.uk
If your concerns relate to the counselling service provided, professional conduct, or ethical practice, you are encouraged to raise these concerns directly with Mosaic Counselling in the first instance.
If concerns cannot be resolved and relate to professional conduct or ethical practice, information about the British Association for Counselling and Psychotherapy (BACP) Professional Conduct Procedure can be found at:
Changes to this Policy
This Privacy Policy will be reviewed annually and updated where necessary to reflect changes in legislation, professional guidance, or practice procedures.
