confidentiality and data protection policy

Confidentiality and Data Protection Policy

I, Michael Fox of Juniper Fox Therapies, have a clear policy on confidentiality and data protection to protect the privacy of individuals to ensure high standards of practice at all times. Only relevant and adequate data will be collected and kept up to date to ensure that the client gets the most out of the therapy sessions.

1) Data Protection and Access to records

Data will be kept in line with the General Data Protection Regulation 2018.

The data kept will be anything relating to client records, including:

Client details and consent forms.

Notes made during the consultation phase

Notes made during therapy sessions

Correspondence related to the therapy e.g. e-mail exchanges

This information will be stored securely in a locked cupboard, or if electronic it will be password protected or encrypted to a suitable standard to ensure anonymity.

I am required for insurance purposes to keep all client data for a period of 8 years after the client has finished working with me if the client is an adult, or for 8 years after a child has reached the age of 16 if they work with me when they are a child. Therefore because I am required to keep this information the right to erasure or withdrawal of consent once work has commenced is not applicable within these circumstances.

Should you have any concerns about the way data is being handled then you have the right to complain to the ICO.

If you should require a copy of your client notes at any time:

A request must be made in writing.

The information will be supplied at the earliest possible opportunity but no longer than a period of 30 days from the request being received.

Client details will not be given out to any third parties, except in exceptional circumstances as set out in section 2.

2) Client Confidentiality

All information is treated with respect at all times, written in an accurate and factual way.

It is necessary from time to time to discuss client cases with fellow professionals for ongoing learning and to maintain high standards and accountability. No personal identifying information will be given during such discussions such as name or names of family members, place of employment, address and contact details, physical descriptions etc.

Information is only ever passed on in cases where there is a legitimate ‘need to know’; and only relevant and necessary information is revealed. Situations when it is deemed necessary to pass on information to the relevant agencies includes, but is not limited to, as follows:

Serious potential harm to client or a risk to their lives

Others are at risk of serious harm or there poses a risk to their lives regarding children, young people or vulnerable adults

It is a requirement of a court order

It is a requirement of law

The disclosure of the prevention, detection or prosecution of a serious crime.

Communications Policy

When commencing our work together it is important for us to have transparency regarding communication expectations.

1. When to make contact

If you wish to arrange or change an appointment, please book through the website or send me a message.

2. Responses to messages

I am unable to communicate with you outside of my working hours. My working hours vary each week, and I am unable to answer phone calls or respond to messages outside these times.

Please leave a message and I will get back to you as soon as it is practically possible for me to do so. The easiest way to do this is to send an email.

3. Advice

I'm unable to advise on medications. Please seek advice from your medical practitioner, e.g. specialist, GP, pharmacist if you have any medical or medication enquiries.

I am unable to provide lengthy phone conversations or discussions regarding your therapy in between appointments. Please make a note of any queries or revelations that you may have between sessions and bring them with you for your next appointment where we will create an opportunity to discuss these.

4. The treatment of others

Due to GDPR, I'm unable to comment on or discuss another person's therapy (other than for minors). Therefore, if you are bringing a client or supporting them as part of their therapeutic process, I am unable to engage in conversation about their treatment unless they have given formal expressed written consent for me to do so.

5. What if I need urgent help?

If you are struggling in between sessions, please either contact one of the charities below or in an emergency or if you feel that you are a potential danger to yourself or other people, please seek emergency medical treatment either by contacting your GP, calling 999, taking yourself to hospital, or contacting your local crisis team.

Charities – (Information correct at the time of writing this policy. This information may have changed so please do make your own enquiries.)

Mind

www.mind.org.uk

0300 123 3393

Samaritans

www.samaritans.org

116 123

Suicide Prevention UK

www.spuk.org.uk

0800 689 5652

Charities for Young people

Childline