Data protection policy
Saskia Joss aims to be transparent in the way in which she uses and stores information about you/your child. This enables you to be confident that your information is protected and secure.
This policy describes the information that Saskia collects when you use her therapy services, how she uses it and stores it. It explains why she asks for personal information and provides the legal basis for processing your data.
Saskia uses the information collected in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2018. As per these laws, the Data Controller is: Saskia Joss
Email: saskiajosstherapy@gmail.com
Tel: 07815150434
If you have any queries about this policy, please contact Saskia directly. If you are not satisfied with the answers provided, or if you require any further information, you can contact the Information Commissioner's Office (ICO) at https://ico.org.uk
1. Why is personal information collected?
Personal information about you/your child is collected for the purposes of providing therapeutic services, thereby enabling Saskia to fulfil her contractual obligations to you. She collects and holds information about you/your child under the legal basis identified as “legitimate interest”, as defined under the general data protection regulations (2018).
2. What types of information and data are collected?
Information and data about you/your child are collected in a variety of ways, including referral forms, consent forms, reports, by phone and email, as well as face-to-face discussions, and within invoices. Information may be provided by the child, their family or school staff and other professionals (where consent is provided).
Information is likely to include personal details such as family names, child’s date of birth, address, telephone number, email address and school details. It will also include Special Category Data Provision 9.2 Health and Social Care, which refers to sensitive information collected relevant to the work being carried out, such as observation notes, areas of strength and concerns, details of other services involved and copies of other professional reports. This information is required to be able to form professional opinions and provide advice.
3. How is the information collected used?
Information collected about you/your child is used to provide therapeutic advice, including writing therapeutic reports or consultation notes as appropriate. Occasionally Saskia may provide written feedback to the child themselves (via their parents/guardians) in the form of a letter. If reports from other professionals or written information from schools has been provided, then this may also be quoted within reports as appropriate.
If parents/guardians have commissioned the service themselves, they are the owner of any written feedback and are solely responsible for determining who it is shared with. If schools have commissioned the service, then any written feedback will be provided to the school and a copy to parents. Written feedback will only be shared with other services or professionals with parents/guardians’ written consent, unless disclosure is required by a Court of Law or other statutory duty (e.g. if there is safeguarding concern that a child may come to harm).
Completed written feedback will be sent to families/schools as a password protected pdf document. The password will be sent separately.
Cases may be anonymously discussed, or anonymous reports used as part of professional therapeutic supervision, as required by the Heath and Care Professions Council.
4. Where is information kept, and how is it kept safe?
Information will be held securely and in accordance with GDPR.
Information in paper format is either scanned to a digital format and shredded or stored in a lockable filing cabinet. This includes assessment forms as necessary. Any information collected electronically is stored on a password protected device or cloud-based storage facility. Therapeutic reports and consultation notes are password protected.
Handwritten notes are shredded once feedback has been written, finalised and sent.
If reports from another service/professional are provided, these will be either stored in a lockable filing cabinet or on a password-protected device or cloud-based storage facility.
5. How long is information kept?
All electronic documents, including written feedback, relating to a child or young person will be kept securely until they turn 26 years old, and then permanently deleted. This is in accordance with British Association for Counselling and Psychotherapy Practice Guidelines.
Information in paper format, such as assessment forms or reports/paperwork provided by other professionals/schools, are stored for one year (unless Saskia remains actively involved with the child), at which point they are shredded.
Emails are deleted after two years at the beginning of the next relevant school year.
If documentation is received about a child where there is no longer active involvement, Saskia will endeavour to let the sender know without undue delay.
If Saskia is contacted about the possible provision of services, but this does not take place, any information collected in initial telephone calls or email will be deleted without undue delay.
6. How can collected information be viewed, deleted or changed?
The Information Commissioners’ Office details your rights to access information or request for it to be amended/deleted. Legal advice may be sought in response to any requests to delete information.