Data Protection Information

How I gather your personal information

• Information that you provide by emailing me via my website or via text or phone contact to request further information about my services.

• Any pre-therapy questionnaires via email or paper copies obtained on request.

• Brief ongoing session notes.

• Regarding online therapy, I use the platform Zoom which is securely encrypted. Zoom has the facility to record sessions which I will not use.

Where I store your personal data

• Personal data that I collect from you via any form of contact by email or phone will be kept securely.

• Any pre-therapy questionnaires, your contact details, and brief session notes are stored in a lockable filing cabinet or online and are password protected.

• Session notes are anonymised, using your initials only.

• I take all steps reasonably necessary to ensure that your data is treated securely and in
accordance with this privacy policy.

Uses made of the information

• I use your contact details to allow me to provide you with information of the services that you request from me, to allow you to tell me about changes in your availability and to notify you about changes to my availability, and any other relevant administrative changes.

• I may from time to time email you with information of other services that I am able to offer you.

• I use the session notes as prompts for future sessions and to enable me to show you progressions where appropriate.

• As part of my commitment to providing a professional service, I attend supervision regularly.
This is bound by a confidentiality contract (separate to this policy) and to protect your identity I only use the initial of your first name.

How long I keep your information/notes for

• Text communication and emails are are retained for the duration of our work together, after which time they are deleted from my computer and other devices. After therapy has finished, your phone number will be retained in my smart phone for a year, unless you request it to be deleted upon completion of our work together.

• I will retain your pre-therapy questionnaire and sessions notes for as long as we are working together. After therapy has finished, I will retain these documents for a further 5 years in case you decide to return to therapy with me, and which is also a requirement of my indemnity insurance, and then after which the documents will be destroyed.

Your rights

• You are entitled to view, amend, or delete the personal information that I hold. All requests have a month to be carried out.

In the event of a data breach

• I have a legal obligation to report a data breach to you and the Informations Commissioners Office (ICO) within 72 hours.

Disclosure of your personal information

• In the event of my incapacity or death your personal contact information will be disclosed to the executor of my will for the purpose of notifying you. In the event of my death my executor will also destroy all contact information and notes on my computer and other devices.

• If I am under a duty to disclose or share your personal data in order to comply with any legal obligation. For example, if I am subpoenaed to court, or as a legal requirement such as safeguarding children or vulnerable adults, terrorism or money laundering.

Changes to the GDPR agreement

• I will notify you of changes I may make to this privacy policy in the future.

Consent to the GDPR agreement

• Your use and undertaking of the services of MELIKA CLASON constitutes your approval and acceptance of this agreement; you are consenting to my use, and storage of the personal information you have disclosed to me, and any session notes that I make during our work together. You have the right to withdraw your consent at any time.

Law & jurisdiction

• By signing the consent to treatment form you acknowledge that Melika Clason is a UK based practitioner and her insurance shall be subject to English & Welsh Law. If there is a dispute it will only be dealt with in the courts of England.