Privacy Policy Update - 19 June 2025

Updates reflect changes in how client records are stored using Zander Healthcare's encrypted practice management software. Please review the updated section titled "How Your Data is Collected and Stored" for full details.  

At Victoria Crowther Counselling, your privacy and confidentiality are of the utmost importance. To provide effective and ethical counselling services, I collect and store certain personal information. This policy outlines what I collect, why, and how your data is handled securely.

Name: Victoria Crowther (the data processor)

Phone Number: 07887738751

E-mail: victoria.e.crowther@gmail.com

Effective Date: 23rdJanuary 2022

Last Updated: 19thJune 2025

I collect and store the following information:

· Full name, address, date of birth, contact number, and email

· Emergency contact name and contact number

· Your GP’s name and/or GP surgery

· Session dates and payment records

· Brief, anonymised session notes

· Biometric data (if applicable)

· Client feedback or evaluations

Your data is used to:

· Schedule appointments and communicate about your therapy.

· Assisting with the provision of counselling ie to aid me keep track of my work with you. 

· Meet legal, professional, and financial requirements eg tax and accounting purposes.

· Support service evaluation

· Make safeguarding referrals if legally or ethically required. 

Your data and use of my counselling service is confidential and will not be shared with other individuals or organisations, except in the following circumstances where there is a safeguarding, legal or ethical obligation to do so:

· There is a risk of serious harm to you or others

· There is a safeguarding concern involving a child or vulnerable adult

· Required by law (e.g. court orders or serious organised crime such as terrorism, money laundering and modern slavery)

· A professional executor needs to contact you in the event of my serious illness or death

I will always make every reasonable effort to discuss any required disclosure with you first. 

Under the General Data Protection Regulation (GDPR), the lawful bases I rely on for processing personal information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by send a written request to victoria.e.crowther@gmail.com 

(b) Contractual obligation 

(c) Legal obligation

(d) Vital interest

(f) Legitimate interest

Your personal data is collected either directly from you, or in some cases, from a friend or family member who contacts me on your behalf. All information is held in strict confidence and managed in accordance with the UK General Data Protection Regulation (UK GDPR).

As of 19th June 2025, all client records for individuals actively using the services of Victoria Crowther Counselling are stored within Zander Healthcare’s encrypted practice management software. This system is fully compliant with UK GDPR and offers the following protections:

· Data is encrypted and password-protected, in line with ISO 27001 certified health data security standards

· Access is restricted to myself and authorised personnel, who are bound by strict confidentiality agreements

For clients seen before 19th June 2025, only the following personal details will be transferred to the Zander platform—unless you request otherwise:

· Full name

· Address

· Date of birth

· Contact number

· Email address

All other records created before 19th June 2025 remain securely stored in either of the following formats:

· In hard copy, kept in a locked filing cabinet to which only I have access

· In password-protected electronic files, accessible only by me
Brief and anonymised session notes are stored electronically under a unique client code and are also password-protected.

· Your name, address, date of birth, contact number, email address, GP name/surgery and dates of therapy will be kept for up to 6 years following the end of your therapy and then confidentially shredded or permanently deleted.

· Session notes are kept for a maximum of 3 years following the end of therapy and are then permanently deleted. 

Under data protection law, you have rights including:

Your right of access - You have the right to ask me for copies of your personal information. 

Your right to rectification - You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete. 

Your right to erasure - You have the right to ask me to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask me to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. I will respond in one month.

Please contact me at victoria.e.crowther@gmail.com if you wish to make a request.

If you have any concerns about the use of your personal information, please email victoria.e.crowther@gmail.com to discuss. 

You can also complain to the ICO if you are unhappy with how your data has been used.

The ICO’s address: 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk