Privacy
Omega takes confidentiality and privacy very seriously. Everything discussed in the counselling session is confidential, however, there are limits to confidentiality if:
The Client mentions harm to self or others (for example, if there is a serious risk of suicide)
The Client shares information relating to the risk or actual abuse of children, or harm towards them
The Client give consent for the Counsellor to pass information on to a third party
The Counsellor is required to provide evidence to a court of law (for example, information relating to terrorism, drug trafficking or money laundering)
If any of the things listed above arises, then confidentiality will not be maintained. However, this will be discussed with the Client beforehand where possible.
The Counsellor will keep notes after each session so that there is a record of what has been spoken about. The Client will be given a code name to maintain anonymity and the notes are locked away in a secure location when not in use.
If we are undertaking remote sessions, they are conducted privately away from anybody else so the conversation cannot be heard. Any private information needed for remote sessions, such as the Client’s phone number, real name or email address will be changed to a designated code name where possible, or will be kept on devices that are only accessible by fingerprint or passcode.
As part of therapeutic practice, Counsellors must attend monthly supervision sessions to talk through their counselling workload. This helps the Counsellor’s continuous professional development, confirms that they are working safely and ensures that they are offering the best possible service for clients. During supervision the Counsellor may discuss a Client’s case, but only the designated code name is used. This means that the Client can’t be identified, and confidentiality is maintained.
It’s also important that the Client attends counselling sessions free from drugs/alcohol. If the Client appears to be under the influence of drugs/alcohol, the session will not go ahead.
General Data Protection Regulation (GDPR)
Overview
This GDPR document defines the way that Omega Counselling may collect, store, update, disclose and delete Client information. It also outlines Client rights to their data. This statement applies to Omega Counselling as a service, including the website and phone, face-to-face and online contact with a Client.
Collecting Client Information
The personal information that Omega Counselling holds for each client is contained in the assessment form. The assessment form covers the following topics:
· Personal information, such as name, date of birth, contact details and home address
· Previous therapy experience
· Presenting issues
· Client’s aims for counselling
· Medical information such as conditions and prescribed medication
· GP contact details
Other documents that Omega Counselling holds are the Counselling Contract and GDPR. Omega Counselling keeps signed and dated versions and the Client is also provided with a copy of both documents for their reference.
The Counsellor also makes handwritten notes after each session so that there is a record of what has been spoken about.
Storing Client Information & Session Notes
Once the assessment form, contract and GDPR are filled in, they are kept at the Counsellor’s home address in a specific section of a filing cabinet. Session notes are kept in a separate section of the filing cabinet so that Clients can’t be cross-referenced and identified.
The Counsellor has a diary and an online calendar system, both of which are used to track clients and appointments. Client code names will be used on both to ensure confidentiality.
Mobile phones or tablets that contain Client phone numbers or other sensitive information are locked using a passcode. Where possible, the Client’s information is saved using their code name to ensure confidentiality.
Omega Counselling Website
The Omega Counselling website can be used by potential clients to contact a counsellor regarding bookings or queries. Any personal information that is submitted using this method is not stored on the website, however the information will be used as a way for the Counsellor to contact the Client.
Email addresses are stored in Gmail.
Client Rights
Clients have the right to view any information that Omega Counselling holds on them. Please ask the Counsellor if you would like a copy of any of the data that they have.
If any information that Omega Counselling has pertaining to the client is incorrect, the client can ask for it to be altered.
Clients have the right to ask Omega Counselling to delete information that they hold. Omega Counselling must do this if requested by the Client, unless there is a legal requirement to keep the information.
Clients also have the right to take their data provided by Omega Counselling and transfer it elsewhere to a different company or individual if they choose.
If the Client would like to view, amend, delete or transfer their information, they must provide a written request.
The person who is responsible for data is Rachael Ingram, owner of Omega Counselling.
Disclosing Client Information
As part of therapeutic practice, Counsellors must attend monthly supervision sessions to talk through their counselling workload. This maintains professional development and confirms that the Counsellor is working safely and ethically. During supervision the Counsellor may discuss the contents of client sessions, but only the Client’s code name is used to maintain confidentiality.
The Counsellor may disclose client information to the relevant emergency or healthcare service, such as the Mental Health Crisis Team, if it’s thought that the Client needs additional, urgent support.
Deleting Client Information
Information, such as session notes and assessment forms, are kept by Omega Counselling for up to 5 years in accordance with counselling insurance.
Enquiries submitted via the website or phone will be deleted after 3 months. Client contact numbers and messages will be deleted 3 months after therapy has ended.