Privacy and Confidentiality Statement

A copy of the privacy and confidentiality statement I provide my clients with before assessment and treatment can take place.

I take confidentiality very seriously. I will keep all information shared by you during therapy confidential and will not disclose it to third parties, except in the situations outlined below or when I have obtained your explicit consent.

Your personal information/data

Before starting therapy, I will ask you to review this privacy statement and complete a client registration and agreement form. I will record your name and contact details for administrative purposes (such as scheduling appointments). I do not share it with others without your consent unless I am legally or ethically bound to do so (please see limits of confidentiality above).

I will also record your next of kin and GP details. Unless you have been referred to me by a doctor, or you have specifically asked me to communicate with your GP/mental health worker, I will not share your involvement with them. However, it can be useful for me to have their details in case of emergencies. Similarly, I will not be communicating with your next of kin unless in an emergency. If you wish me to share any information with your next of kin, I will need written permission from you to do so.

In the event of my death or incapacity, my supervisor (Dr. Anna Caffrey) will have access to your data if you were a client at the time of my death or within 7 years of completing therapy. This allows her to contact you and manage your data securely.

I am registered with the Information Commissioner’s Office (ICO number: ZB866860). Any information that I keep is subject to the Data Protection Act 2018 and United Kingdom General Data Protection Regulation. You can find more information about the ICO here: https://ico/org.uk.

Use of Digital Platforms and GDPR Compliance

I use Microsoft 365 Business tools (Word, Excel, Outlook, and Microsoft Teams) for clinical notes, admin, and online sessions. Your personal information is handled in line with the UK GDPR and relevant professional standards.

Client data is securely stored within Microsoft 365, which is GDPR-compliant and uses UK or EEA-based data centres where possible. Security measures include encryption, access controls, and secure authentication. Additional safeguards include strong passwords and two-factor authentication, device encryption and regular software and security updates

Microsoft acts as a data processor and cannot access or use your data. As the data controller, I decide how your data is collected, stored, and used, and I am responsible for its lawful and secure processing. No data is shared with Microsoft or third parties for marketing or commercial use.

Record keeping

While I do not routinely record sensitive information shared during our sessions, I do make brief notes for each session. These notes are stored separately from your contact information and are anonymized to protect your identity. Record-keeping is a requirement of my professional registration.

Any personal data I hold, including documents from you or third parties, is stored securely in either a locked filing cabinet or an encrypted digital folder. These records are kept for a maximum of 7 years after the conclusion of therapy to allow for potential follow-up and in compliance with GDPR guidelines.

I do not process or store any payment card or bank account details, as all payments are made via bank transfer.

Online psychological therapy

I offer online sessions via Microsoft Teams. During video appointments, I will ensure that I am in a private space where you cannot be overheard, and I will ensure your privacy. I recommend that you also be in a private, quiet space. I do not record the sessions unless I have explicitly sought and gained your consent in advance.

It is important that you are using a secure and stable internet connection. Not only can connection issues be frustrating, but they may also make it difficult for the session to continue. Where possible, make sure you are the only person in your home using the internet whilst you have your session. In our initial session we can plan for how to manage if we have a connection issue, which may involve continuing the session via the phone. Sessions that take place over the phone will be charged at the usual rate.

Whilst video call platforms offer degrees of security and encryption, it is not possible to guarantee how the companies providing these services will handle data relating to the call. Also, with some platforms, it might mean both the call and your number is logged on my device. I do not store your name in my digital address book, but the operating system might recognise your number and link it to emails we have exchanged.

During sessions I would also advise that you turn off listening devices in your home such as Alexa and Siri (virtual assistants).

Limits of confidentiality

1. Clinical supervision – I engage in regular supervision with a qualified psychologist and/or therapist to ensure I am providing a reflective, ethical, and high-quality therapeutic service. I adhere to the best practice guidelines set out by the British Psychological Society. Information from sessions may be shared with my supervisor(s) strictly for the purposes of clinical supervision. This process is also bound by the same confidentiality policy, and information will not be disclosed outside of the supervisory context unless it falls within the exceptions outlined below.
2. Duty to protect from harm – If information shared during our work together suggests a serious risk of harm to yourself or to others, or if I am legally required to do so, I have a professional obligation to share this information with the appropriate authorities. Wherever possible, I will aim to discuss this with you beforehand and keep you informed throughout the process.
3. To collect unpaid fees – In cases where fees remain unpaid for an extended period, I may share your contact information and relevant details of missed appointments or payments with a third-party agency for the purpose of recovering the debt. You will be notified in advance if this step becomes necessary.

Where possible, I will always seek your consent before any disclosure.

Your consent and rights

Prior to the sessions commencing, I will ask that you review the above information and whether you consent to me using your personal data as described in this statement. You have the right to withdraw your consent at any point during the assessment or treatment process; this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, I may not be able to provide my services to you. I will advise you if this is the case at the time you withdraw your consent. 

It is your right to see the data I hold about you; you can request this free of charge and request that it be corrected or deleted if you believe there are inaccuracies (although I may need to verify the accuracy of the new personal data that you provide to us).

For more detailed information about confidentiality, personal data and your rights, please read the privacy policy on my website at https://dremmaclarke.uk.

If you have any questions about privacy or confidentiality, or wish to exercise these rights, please contact me, and I will respond as soon as possible.

Statement of agreement

I have read and understood the above statement and consent to the psychologist (Dr Emma Clarke) using my personal data as described in this statement ☐

Signature:…………………………………………………….. Date:…………………………..