Personal data and information GDPR Privacy Notice

Personal data and information GDPR Privacy Notice

Privacy Notice

This Privacy Policy describes how I gather and use personal information I collect and store on my clinical management system. It also describes the choices available to you regarding my use of your personal information and how you can access and update this information.

Registration of your details on my clinical management system Write Upp allows me to book appointments for you and complete assessment forms as part of your counselling support.

When you directly give me information I may collect and store information about you when you interact with Julia Dobson Counselling. For example, this could be when you:

  • get in touch with me via phone, email, website or other method of communication

  • submit an enquiry

  • register for or use my clinical services

  • give me feedback

  • make a complaint

  • enter into a contract with Julia Dobson Counselling

If you are under 16 you must seek parental consent before providing any information to Julia Dobson Counselling

When you indirectly give me information

When you interact with me on social media platforms such as Facebook, Twitter or LinkedIn I may also obtain some personal information about you. The information I receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices. You should be aware that Julia Dobson Counselling has no ownership over these websites who may process your data for their own purposes if you choose to use them.

What Information I may Collect

When you engage with me by phone, mail, in person or online, I may collect information about you (referred to in this Privacy Notice as 'personal information'). This may include:

  1. name

  2. address

  3. email address

  4. telephone number

  5. date of birth

  6. GP name and contact details

  7. Emergency contact details

  8. Next of kin contact details ( if paying for counselling)

  9. Medical conditions and medication

  10. Involvement with other services to share information eg: GP, School services, Family Support Worker , Social Services or other Healthcare professionals

  11. job title and details of your education and career

  12. why you are contacting Julia Dobson Counselling

  13. other information relating to you personally which you may choose to provide to me such as diversity information.

Protecting your vital interests: I may process your personal information where I reasonably think that there is a risk of serious harm or abuse to you or someone else.

Please note that the above list of categories of personal information I may collect is not exhaustive. Any personal information collected will be processed in accordance with the approach outlined in this Privacy Policy.

Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religion, philosophical beliefs and political opinions, trade union membership, genetics, biometrics (where it is used for ID purposes), information concerning health or data concerning a person's sexual orientation, or sex life.

Sensitive information will only be collected where necessary, for example, I may need to collect health information from you to support any referrals required in support of your care. Clear notices will be provided at the time I collect this information, stating what information is needed, and why.

In addition, I may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief. I may also collect information about whether or not clients are disabled to make reasonable adjustments for clients who have a disability. I process such information to carry out my obligations and exercise specific rights in relation to my service.

With your explicit consent, I may also collect sensitive personal information if you choose to tell me about your experiences relating to my service and relevant to your support.

Where processing your data is within my legitimate interests:

I am allowed to use your personal information where it is in my interests to do so, and those interests are not outweighed by any potential prejudice to you.

I don't think that any of the following activities prejudice individuals in any way. However, you do have the right to object to me at any time about processing your personal information on this basis. I have set out details regarding how you can go about doing this in the section on your rights to your data.

1. Gathering personal data to assess suitability for counselling assessment

2. Obtaining information to support any counselling agreed

3. Obtaining relevant information and your consent to contact other professionals in support of you

Where you give me your consent to process your personal information:

I am allowed to use your data where you have specifically consented. In order for your consent to be valid:

  • You have to give me your consent freely, without me putting you under any type of pressure;

  • You have to know what you are consenting to – so I’ll make sure I give you enough information to make an informed consent

Where I have sought your consent, I will only process for the purposes I specified at the time you provided your data. However, in the future I may wish to process your data for a different purpose as long as the new purpose is one you might reasonably expect and I will notify you of it beforehand, seeking fresh consent if required.

You have the right to withdraw your consent to these activities. You can do so at any time, and details of how to do so can be found below in the section on your rights to your data.

I seek your consent for:

  • Necessary processing for the fulfilment of your financial interactions with Julia Dobson Counselling when procuring my clinical services. Your decision to engage with these financial interactions is taken as affirmative action that you consent to my processing your personal information for this purpose, including the sharing of your payment details with our payment suppliers.

I do not think that any of the above activities prejudice you in any way. However, you do have the right to object to me processing your personal information in certain circumstances. If you would like to know more about these circumstances and how to object to my processing activities, please see the "Right to Object" section below.

Where processing is necessary for me to carry out my legal obligations

As well as my obligations to you under our contract, I also have other legal obligations that I need to comply with and I am allowed to use your personal data when I need to in order to comply with those other legal obligations.

An example of a legal obligation that I need to comply with is my obligation to cooperate with tax authorities.

Where processing is necessary for the performance of a contract between you and I

I may have a contract or other agreement in place with you. In order for me to complete my obligations under this contract, I am permitted to process your personal information in furtherance of this contract. If I am discussing matters with a view to enter into an agreement, then the GDPR permits me to process your personal information in this instance also.

Who will I share your information with?

I will only use your information for the purposes for which it was obtained. I will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to me

I will only share your data for the following purposes:

  • Third parties who hold information related to your financial record such as financial organisations and debt collection or tracing services.

  • Third party suppliers: I may need to share your information with data hosting providers or service providers who help me to deliver my services. these providers will only act under my instruction and are subject to pre- contract scrutiny and contractual obligations containing strict data protection laws

  • Where legally required: I will comply with requests where disclosure is required by law, for example, I may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. I may also share your information with the emergency services if I reasonably think there is a risk of serious harm or abuse to you or someone else.

  • I always aim to ensure that personal information is only used by those third parties for lawful purposes in accordance with this Privacy Notice.

  • All, or substantially all the assets of an entity within Julia Dobson Counselling are merged with or acquired by a third party, or I expand or re-organise my business, in which case your personal information may form part of the transferred or merged assets or I may need to transfer your information to new entities or third parties through which my business will be carried out.

  • Your family and personal representatives with your consent

  • Medical professionals such as your GP or an occupational health specialist;

  • Tax, audit, or other authorities, when I believe in good faith that the law or other regulation requires me to share this data (for example, because of a request by a tax authority or in connection with any anticipated

Payment Processors:

To process your payments to Julia Dobson Counselling I need to pass some of your personal information to one or more of the following suppliers. Please follow the suppliers guidance for information on these company’s privacy policies:

My Clinical System - Write Upp - processes payment through Square, however I may also use other providers including Stripe

Clinical Information

I am required to store your name, address, date of birth, next of kin and GP details. I am also required to store any clinical notes as part of your support. I must hold these for a period of 7 years. The only person who has access is Julia Dobson

Information I Collect

If you enter your details into the Contact Me/Subscribe form on my website, you will be asked to provide certain personally identifiable information (“PII”) such as your name, email address, telephone number and possibly payment details. If you decide to provide PII, you are telling me that this information is both true and accurate, and that you are authorised to provide it to me. I also collect information relating to previous support you have received in respect of your mental health, you can choose what information you disclose to me

Use of personal information

I will treat your personal information as confidential, and I will not share your personal information with third parties without your permission. The only exception to this is if you are at serious risk of harm or a child is at risk of harm. In this instance I reserve the right to break confidentiality. I may also be asked to share information as part of any legal matters or investigation or complaints procedure.

Information provided through the Contact Me page of my website will be stored in my clinical management system Write Upp. This system complies with GDPR.

Control of personal information - Rights to data

You can confirm, request, change, delete or update personal information you have provided to me at anytime by contacting me by email at:

Security of personal information

The security of your personal information is extremely important to me.

I follow generally accepted standards to protect the personal information submitted to me, both during transmission and once I receive it. However, no method of transmission over the internet, or method of electronic storage is one hundred percent secure and I cannot guarantee its absolute security. Please contact me if you have any questions about security on my site

Enforcement of this policy

If you have questions about the policies described in this policy, please contact me directly.

Social Media Features and Widgets

My website may include social media features, such as the Facebook Like button and widgets. These features may collect your IP address, which page you are visiting on my site, and may set a cookie to enable the feature to function properly. Social media features and widgets are either hosted by a third party or hosted directly on our site. Your interactions with these features are governed by the privacy policy of the company providing it.

Changes to this policy

I may from time to time update this privacy policy. When I make these updates, I will change the “last updated” date listed below. If I make a material change to this policy in how I use your personal information then I will update users of the the change.

Last updated: July 2022

Contact information

Julia Dobson MBACP (Accred), 45 Walton Place, Weston Turville, HP22 5RD

Email: Mobile: 07813 717116