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Privacy Policy - Olson Kerrigan Counselling

Effective Date: June 12, 2025

At Olson Kerrigan Counselling, we are committed to protecting your privacy and handling your personal data with care and transparency. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Data Protection Act 2018 (UK).

As a "Data Controller" under GDPR, we determine the purposes and means of processing your personal data for the counselling services we provide.

1. What Personal Data Do We Collect?

We may collect and process the following types of personal data:

  • Contact Information: Name, address, email address, phone number.
  • Demographic Information: Date of birth.
  • Sensitive Personal Data (Special Categories of Data):
    • Health Information: Details about your mental and physical health, counselling history, presenting issues, and any other relevant health data shared during sessions or intake.
    • Other sensitive data: Any other sensitive personal data you choose to disclose that is relevant to your counselling process.
  • GP Details: Name and contact information for your General Practitioner (GP).
  • Emergency Contact: Name and contact information for an emergency contact person.
  • Session Notes: Brief, anonymised notes taken during counselling sessions.
  • Correspondence: Records of emails, text messages, or phone calls related to your appointments or therapeutic process.
  • Website Usage Data: Information about your visit to our website (e.g., IP address, browser type, pages visited) collected via cookies or analytics tools. This data is typically anonymised and used for website improvement.

2. How We Collect Your Personal Data

We collect personal data in various ways:

  • Directly from You:
    • When you make an initial enquiry via our website contact form, email, or phone.
    • During our initial consultation and subsequent counselling sessions.
    • When you complete any intake forms or agreements.
  • From Third Parties (with your consent):
    • If referred by another professional (e.g., GP, psychiatrist), with your explicit permission.
    • In emergency situations where there is a significant risk to yourself or others, we may contact your emergency contact or GP, typically after discussing this with you first.
  • Automatically: Through our website, using cookies and website analytics (see Section 6: Cookies).

3. Our Lawful Basis for Processing Your Personal Data

Under GDPR, we must have a lawful basis for processing your personal data. For the purpose of providing counselling services, our primary lawful bases are:

  • Performance of a Contract: To fulfil our agreement to provide counselling services to you (e.g., scheduling appointments, delivering sessions).
  • Legitimate Interests: Where processing is necessary for our legitimate interests as a business, provided your rights and freedoms do not override these interests (e.g., managing our practice, seeking clinical supervision).
  • Explicit Consent: For processing sensitive personal data (such as health information), we rely on your explicit consent. This will be obtained through a separate consent form or within our therapeutic contract. You have the right to withdraw your consent at any time (see Section 7: Your Rights).
  • Legal Obligation: Where we are required to process your data to comply with a legal obligation (e.g., safeguarding concerns, court orders).
  • Vital Interests: In rare cases, where processing is necessary to protect your vital interests or those of another person (e.g., in an immediate life-threatening situation).

4. How We Use Your Personal Data

We use your personal data for the following purposes:

  • To provide counselling services: To schedule, manage, and deliver your counselling sessions effectively.
  • For professional communication: To contact you regarding appointments, cancellations, or other administrative matters related to your therapy.
  • For clinical purposes: To inform our therapeutic work, track progress, and ensure safe and ethical practice.
  • For clinical supervision: To discuss our work with a qualified clinical supervisor, which is a professional requirement. Your identity will always be anonymised during supervision to protect your confidentiality.
  • For legal and ethical obligations: To comply with our professional body's ethical guidelines (e.g., BACP) and legal requirements (e.g., safeguarding, court orders).
  • For emergency contact: In situations where there is a risk of serious harm to yourself or others, we may use your emergency contact details or GP details (as discussed in Section 5: Confidentiality and Data Sharing).
  • For service improvement: To understand how our website is used and improve our services (using anonymised data).
  • For financial administration: For invoicing and accounting purposes.

5. Confidentiality and Data Sharing

Confidentiality is paramount in counselling. We adhere strictly to the ethical guidelines of the British Association for Counselling and Psychotherapy (BACP) and other relevant professional bodies.

  • General Confidentiality: All information you share with us is treated with the utmost confidentiality.
  • Exceptions to Confidentiality: There are specific circumstances where confidentiality may be broken, and information shared, in accordance with legal and ethical obligations:
    • Risk of Serious Harm: If we believe you are at serious risk of harming yourself or others.
    • Child Protection: If we believe a child or vulnerable adult is at risk of abuse or neglect.
    • Legal Requirement: If we are compelled by a court of law to disclose information (e.g., a court order or subpoena).
    • Terrorism/Money Laundering: If information related to acts of terrorism or money laundering is disclosed.
    • Clinical Supervision: As mentioned above, your case will be discussed anonymously with a qualified supervisor.
    • Professional Will/Executor: In the event of our sudden incapacitation or death, a trusted Therapeutic Executor (also a qualified therapist) will access your contact details solely to inform you and ensure appropriate onward care. They are bound by the same confidentiality standards.

We will always endeavour to discuss any breach of confidentiality with you first, unless doing so would increase the risk.

Sharing with Third Parties:

We will never sell your personal data to third parties. We may share limited personal data with:

  • IT Service Providers: For website hosting, email services, and secure online platforms used for communication or booking. We ensure these providers are GDPR compliant.
  • Professional Advisers: Such as our accountant for financial purposes (limited to invoice details).
  • Emergency Services/GP: Only in the exceptional circumstances outlined above.
  • Our Clinical Supervisor: Your identity remains protected.

6. Cookies

Our website uses cookies to enhance your Browse experience and for basic analytics. Cookies are small text files placed on your device.

  • Necessary Cookies: Essential for the website to function (e.g., remembering your cookie preferences).
  • Analytics Cookies: To understand how visitors interact with our website, such as which pages are most popular. This helps us improve the site. This data is typically aggregated and anonymised.

You can control and/or delete cookies as you wish