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Privacy Statement

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Privacy Notice of Dovetail Counselling Service
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This statement confirms that I, Suzie White of Dovetail Counselling Service, use and protect any information that you give to me when you use this service.
I am committed to safeguarding and protecting your information. If I ask you for any information then it will only be used according to this privacy statement.
I may change this policy from time to time in line with legislation and whilst we are still working together I will provide you with a copy of any change. If we have finished working together, and you would like a copy of my up to date privacy policy, I will provide one on request. I will also update my website www.dovetailcounselling.co.uk and would advise that you check that from time to time to be aware of any changes. This policy is effective from June 2023.
For the purpose of Data Protection Act 2018 I, Suzie White, am the data controller of 6 Stafford Road, Caldicot, Monmouthshire, NP26 5DE.

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Your Data

Information I collect

I store your name, telephone number, email and other personal information that you provide to me. I will also write notes of our sessions.

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How I store information

  • The notes of our sessions, contact and appointment details are stored in a locked filing cabinet and destroyed five years after your counselling sessions end, unless agreed otherwise. Any other information stored online will be kept securely on a password protected laptop, pc or mobile phone. 

  • Any emails, texts, messages or other communications will be deleted within one month after we have finished working together, unless they form part of your notes in which case they will be kept for five years.

  • Your telephone number will be stored on my mobile phone under your initials or your first name only and will be deleted within one month after we have finished working together. If I change my mobile phone then the old mobile phone will be restored to factory settings.

  • If any reports are provided on your behalf then these will be stored for five years and be password protected.

  • I store a note of your appointment in my diary either by first name or by your initials. This is kept for five years. 

  • Your name, email and mobile number will be entered on my online booking system https://10to8.com/book/gholjz-free/. This is password protected. See https://10to8.com/legal/ for 10to8’s Privacy Policy. Once we have finished working together your information will be deleted on the online booking system within one month. 

At the end of these periods respectively I will confidentially shred or burn all paper copies.


How I use this information:

I will use your contact details to engage in my work with you according to my contract with you including contacting you about appointments, keeping records such as appointments, running and maintaining my business. I also keep notes of our counselling sessions in order to support me in offering you counselling, and meet the requirements of my public liability insurance company. 

I will not use contact information or your session notes for any other purpose than in this notice and my contract. If for any reason I am asked to provide a report of the sessions, eg at your request, then this will be sent to you, password protected, for your approval before it is provided to the person requesting it. It will also be stored for five years.

Your name, email and mobile number will be entered on my online booking system https://10to8.com/book/gholjz-free/ and will be used to send you confirmation and reminders of your appointments. 

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Your rights and access to information:

You have the right to ask to see any information that I hold about you. Unless prevented from doing so by legal reasons I will provide this information to you within a month of your request. If we are working together I am happy to look at this in one of our sessions. If we are no longer working together you can request to see any information I hold on you by emailing or writing to me. 

You also have the right to ask me to change any information that I hold that is incorrect and to ask me to delete any information that I hold about you. I will do this except for any information I need to hold for legal purposes such as required by my public liability insurance company. 

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Complaints

If you wish to complain about how I hold your data in any way then in the first instance please contact me, Suzie White, data controller of Dovetail Counselling Service. If you have any further concerns which are not addressed by me then you should contact the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/your-personal-information-concerns/personal-information-concerns/ or 0303 123 1113

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Breaches

I will report any data breach to the Independent Commissioner, to BACP and to yourself within 72 hours if it becomes apparent that data has been stolen. 
My Data Protection Registration Number is ZA326900.

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Contact

If you wish to complain about how I hold your data in any way then in the first instance please contact me, Suzie White, data controller of Dovetail Counselling Service, 6 Stafford Road, Caldicot, Monmouthshire, NP26 5DE. Email suzie.white@dovetailcounselling.co.uk. Telephone 07401 331521.                                                                                                      

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