Ann Hinchley Counselling & Hypnotherapy 

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Ann Hinchley Counselling

Adv Dip Psycho Counselling & Hypnotherapy NCS HS

Email: [email protected]

Tel:07969363492


GENERAL DATA PROTECTION REGULATIONS May 2018


Privacy Agreement


As required by law in line with new GDP regulations , as a Counsellor I have to inform you and obtain your consent to how I process and store your personal data.


It is also my responsibility to explain your rights concerning your personal data. It is important that you understand these requirements and give your informed consent by signing this document so that counselling can proceed.


Why I have personal data

This data is any information I have about you that is stored on either electronically or on paper. Any personal data is kept anonymously, with only client codes, no names and if held electronically it is securely under passwords and encryption or anonymous paper files are held safely in a securely locked cabinet.


I have a contractual lawful basis to have this data based on the need to have this information in order to be able to work with you therapeutically. Also it enables us to communicate by phone or email if necessary. The data stored must be relevant for this lawful basis and due to this I need your signed consent.


What your personal data is and what I do with it


Notes – these will be hand written and brief and your name or any identifiable data kept separately and client codes used to anonymise data. They will keep in mind the content of our sessions and help me work with you in the best therapeutic way.


Electronic Records – these are purely contact details no names are used, they are kept under client codes such as phone numbers, email addresses to allow us to be able to communicate between sessions, such as to book or rearrange sessions. These are kept locked under passwords/passcodes and no-one else has access to my computer or mobile phone.


Security of data

All hand written notes and files are kept anonymously under client codes are kept safely in a secure locked cabinet. Any names and contact details are kept separately from process notes. All notes are kept securely and confidentially in line with the Data Retention Policy.


Accounts/Books – If you pay me by BACS/bank transfer then your initials/name may be on my bank statement. But in my handwritten account receipts it will be as initials/client code only.


Diary – Counselling sessions will be recorded in my handwritten diary but as initials/client code only and full names are not used.


Who will this data be shared with?

Sometimes some content of our sessions may be shared with my Supervisor. I have monthly supervision as part of the National Counselling Society (NCS) and the Hypnotherapy Society (HS) regulations to maintain my registration with them as a Counsellor and Hypnotherapist. You will remain anonymous and no names are shared, only a client code is used and only information that needs to be shared in order to support the client in the best way will be disclosed.


The only exception to this Confidentiality is if I feel you are at risk of hurting yourself or others or if there is a safeguarding concern with a lawful request to disclose it (court order), in which case I would discuss this with you are gain consent to sign a 'Sharing Information with a Third Party Consent Form.' Or if it comes under the the Terrorism Act 2000 or the Drug Trafficking Offences Act 1986 then consent may not be needed.


Data Retention

Your information is kept for the duration of our therapy sessions, however I must also legally hold your details and session notesfor a period of 7 years following the end of therapy to comply with the legal obligations required by me by my insurers. After this period all data will be securely deleted.


Your Rights are:

Right to be informed – right of access – right of rectification – right to erasure – right to restrict processing – right to data portability – right to object.


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CONSENT



I …..............................................................................................................................(Print Name)

have read and understood that under the General Data Protection Regulations my Counsellor Ann Hinchley has my permisiion to store and use personal information about me under the terms stated in this Privacy Notice.



Signed: …..............................................................................................................................................



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





Counsellor Name: …...................................................................................Ann Hinchley, Counsellor



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