Counselling Key - The Key to Change

Who we are

Our business is located in Paisley, Bishopton and Glasgow City Centre. The terms ‘We’, ‘Us’ & ‘Our’ are used to represent the counsellingkey.uk website, for the purposes of providing a service, and in our correspondence with you. Counselling Key (UK, Tel: ) is the Data Controller of the personal information you provide. We are responsible for looking after this information in the way which you’ve agreed to.

If you need to contact us, you may find our secure contact form available here: contact.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 18th April 2022. The personal data we hold about you must be accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What personal data we collect and why we collect it

If you are simply browsing the www.counsellingkey.uk website no personal data is collected. If you contact the site, wish to purchase an item or to inquire about our products or services available, the following is a list of the personal information we will collect:

• Name
• Gender (or preferred identity)
• Age
• Date of Birth
• Relationships & Progeny
• Occupation
• Address
• Telephone/SMS number (plus permission to send SMS & leave voice message)
• Email address
• Counselling History
• Medical conditions relevant to counselling
• Prescribed medication
• Session summary

Our website is secured by strong encryption, such that any information you may send to us via our contact form will be protected and secured.

How We Store Your Personal Information

Storage methods

• Paper: written notes
• Contact Sheet
• Contract including GDPR Agreement
• Assessment Record
• Brief Session Notes
• Client Code (linking documents)
• Smartphone: We will store your contact information in a secure cloud drive. This allows us to contact you in case of emergencies
• Email/SMS: your name, email address and correspondence will be stored in our email account by nature of you contacting us. Your telephone number will also be stored
• Website: Your name and email address are stored on our website

Visitor comments, or information entered via our contact form, may be checked through an automated spam detection service.

The above information is required for invoicing purposes (full name, contact address) and for communication purposes (telephone number, email address). We may ask for additional information for identity verification purposes, or for the prevention of fraud.

How we may process/share your personal information

The counselling provided is confidential and no one need know unless you tell them. We would discuss that if we were to meet outside of the therapy room what you would like to happen. There are exceptions to this confidentially and may be breached if the following disclosures are made:

If an emergency situation

If you are in immediate danger, harm to yourself, to another or of being harmed then we would need to disclose without your permission and share your contact information with an emergency healthcare service provider (e.g. GP, Mental Health Crisis Team, 999).

Any illegal activities

If we become aware of your intent to cause harm to another person/organisation (e.g. terrorism), the law may require that we inform an authority without seeking your permission. In such a situation, the law may require that we share your personal information without your consent.

Erasing your information

When we have finished working together, we will erase electronic copies of your information and correspondence within one month.

We will hold onto your written information for up to seven years past the end of our working together. This is so that we have a reference of our work in situations such as you returning to counselling in the future. After this time has passed, we will destroy the written information.

Your rights

You have the following rights:

• To be informed of what information we hold, which is stated in this document
• To see the information we hold about you (free of charge for an initial request)
• To rectify any inaccurate or incomplete personal information
• To withdraw consent to us using your personal information
• To request your personal information be erased. There is an exception to this right as we (the counsellors) can decline whilst the information is needed for us to practice lawfully and competently.

NB: A printed copy of this statement is included in your contract, which will be given to you at an initial session and If we agree to work together, both parties will need to sign the printed copy of the contract to show consent of a therapeutic agreement.

By accepting the terms of our service and agreeing to whichever service(s) requested, we would require that you would be opting-in to certain Telephone or contact Emails from us to facilitate ongoing updates to any service(s) provided, changes to billing procedures, and other informative Emails related to such service(s). This information is needed to provide you with our service(s) – We will NOT use your personal data for any other purpose.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

Some of our web pages use “cookies”. A “cookie” is a small text file that may be used, to collect information about web site activity like page visits, or geographical location. Most web browsers allow you to control cookies, whether or not to accept them and how to remove them.

Some cookies are necessary for the operation of our website, if you choose to block them some aspects of the site may not work properly.

Your IP address, web browser used, and pages visited are stored in our web server log files. These log files are auto generated by our server and are used for security purposes. These log files are deleted regularly on a rotational basis.

We do not retain these log files long term. The only instance a log file may be retained, would be in the investigation of a security breach, which we would be required to retain such log files in pursuit of an investigative resolution. After any such investigation is completed these log files would be deleted.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. Wherever possible, we do try to keep any embedded content hosted on our own web server.

Analytics

We collect data about how visitors use our website. To make this work, we use cookies and counters to track, for example, which news items or articles are popular. All of this is done using anonymized data. We may know 5 people read an article, but we have no way of knowing who.

Website information about visitors can be viewed using anonymized information generated by page views – when you look at a product, for example – to generate statistical columns & charts useful for tracking how the shop is used and how customers or visitors interact with menu systems or product promotions.

Breach Notification

In the event that we, or other entities known as the Data Controller, become aware of a breach within our website we will notify the data subjects.

Security

We retain and store information that you have provided the site with, in order to facilitate the functions of our business services. We manage this information and have policies in place to deal with how this information is accessed, and whom has access.

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