Data Protection Policy

This notice is in regard to data protection laws and is regarding information that is both requested by Stone by Stone Therapy and that which emerges as a result of the counselling service that we provide to yourself and the child / young person you have parental responsibility for.

Who we are

Stone by Stone offer short and long-term counselling and coaching, and to children, young people, and adults. We also provide additional services including a mental health consultancy for organisations. All sessions will be held by Jodie Stone who is responsible for data processing and data control.

What information we collect about/for you:

Information collected is as follows:

• Contact details (parents/carers/guardians) if client is under 18.
• Contact details (child or young person where relevant e.g. if their contact details are different to parents/ they are over 14 and arrange counselling independently)
• Relevant life data for both child and parent which may help to inform the counselling treatment plan e.g. presenting issues, medical history, family set up, school history, bereavements or losses, personal and emotional challenges etc.
• Counsellor’s notes throughout treatment and in relation to research/further referencing undertaken to aid and enhance the work.
• When & where relevant, information may be requested from other professionals who have experience of you/your child / young person and the challenges they are facing e.g. teachers, SENCos, educational psychologists, speech therapists, GPs etc.
• General themes of sessions.

 Reasons why we collect this information from you.

• To help support and inform our work.
• To maintain contact throughout the duration of the counselling process.

Who we might share this information with and why.

Due to the confidential nature of the counselling service, sharing any information given is kept to an absolute minimum. Circumstances where sharing might/will be necessary are as follows:

• During supervision to gain insights and clear direction to work more effectively, however, identifying details of clients will not be shared.
• As part of a safeguarding concern/child protection issue and this would be explained to the child when we contract.
• As part of a legal duty.
• Some information will be shared with our accountant as part of the processing of our accounts, but information minimised.
• Testimonials and feedback to help improve our services.

Is the information used for any other reasons than detailed above?

Your information will never be used for anything other than a vital supplementary aid to the counselling work and as a means of contacting you when necessary.

How and where is this information stored?

Information is stored electronically on encrypted memory sticks which is stored in a safe and/or password protected email/OneDrive. Any handwritten paper notes will be stored in a lockable filing cabinet. Contact details may remain on my phone and laptop. Client ID reference numbers are anonymised for records. Artwork will be stored as an electronic copy with no identifying features.

How can I access this information you hold about me?

You have the right to access any data we hold about you which we will provide within 30 days of the request via email. For further information on your individual rights please go to https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

 How long do we keep hold of this information?

Information will be kept whilst the therapy is ongoing and 5 years after our end date or 5 years after a child turns 18 years old, whichever the latter.

How will we dispose of the information?

All information will be destroyed/shredded electronically,

 What happens in the event of a data breach? In the unlikely event of a data breach, we have a duty to inform you and the ICO within 72 hours of it occurring.

Children and young people consent.

Guidelines for child & adolescent consent are complex and ever changing. I will keep parents informed of any further relevant changes that may affect your child / teenager. It will be explained to your child / teen in the first few sessions in age-appropriate language that I will be keeping records of our work together – including their artwork – and explain that it is all kept safe & secure.

ICO

Jodie Stone is registered with the Information Commissioner’s Office www.ico.org.uk/register as the data controller for Stone by Stone Therapy ZB384931. If you have any concerns about how we are handling your data, then please contact the ICO quoting this reference for further advice on how to query or complain.