PRIVACY STATEMENT

Chrystal Therapy is committed to protecting your privacy. To better protect your privacy, we provide this notice explaining our online information practices. To make this notice easy to find, we make it available on our website.

INTRODUCTION

Your privacy is very important to Chrystal Therapy and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given.  Chrystal Therapy adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

This privacy notice tells you what Chrystal Therapy will do with your personal information from initial point of contact through to after your therapy has ended, including:

• Why Chrystal Therapy is able to process your information and what purpose we are processing it for

• Whether you have to provide it to Chrystal Therapy

• How long we will store it for

• Whether there are other recipients of your personal information

• Whether we intend to transfer it to another country

• Whether we do automated decision-making or profiling, and

• Your data protection rights.

We are happy to discuss any questions you might have about our data protection policy and you can contact Chrystal Therapy via info@chrystaltherapy.com  Data controller’ is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data.

Chrystal Therapy is registered with the Information Commissioner’s Office reference number: ZB394052

CHRYSTAL THERAPY LAWFUL BASIS FOR HOLDING AND USING YOUR PERSONAL INFORMATION

The GDPR states that we must have a lawful basis for processing your personal data. There are different lawful basis depending on the stage at which we are processing your data. We have explained these below:

If you have had therapy with Chrystal Therapy and it has now ended, we will use legitimate interest as our lawful basis for holding and using your personal information.

If you are currently having therapy or if you are in contact with Chrystal Therapy to consider therapy, we will process your personal data where it is necessary for the performance of our contract.

The GDPR also makes sure that we will look after any sensitive personal information that you may disclose to us appropriately. This type of information is called ‘special category personal information’. The lawful basis for Chrystal Therapy processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between Chrystal Therapy and you).

We have a presence on Facebook, Instagram, LinkedIn and Twitter. To find out how these companies use your data and how you can control the way they use your data please refer to their privacy policies, which should be available on their websites. Other data is collected at initial meetings and following each counselling, therapy or support session.

HOW WE USE YOUR INFORMATION

Initial contact.

When you contact Chrystal Therapy with an enquiry about our counselling services, we will collect information to help satisfy your enquiry. This will include;

Personal Information Collected/Processed;

Full name

Date of birth

Home address/Postcode

Telephone number

GP name and address

Parent/Carer Name and telephone number and/or email address (where relevant)

Emergency contact

Email address

Other Information Collected/Processed Regarding Clients/Attendees;

Brief session notes made in anonymised form, identifiable only by unique client codes.

Anonymised monitoring information, identifiable by unique client codes

Text messages

Emails

Feedback Forms

Alternatively, your GP or other health professional may send Chrystal Therapy your details when making a referral or a parent or trusted individual may give us your details when making an enquiry on your behalf.

If you decide not to proceed, we will ensure all your personal data is deleted within 28 working days. If you would like us to delete this information sooner, just let us know.

While you are accessing counselling.

Rest assured that everything you discuss with Chrystal Therapy is confidential. As a BACP (British Association of Counselling and Psychotherapy) registered counsellors anonymised client information is shared with professional supervisors (a requirement of registration) in order to maximise service provision to clients. Personal information will not be shared with any other party without prior client consent, with the exception where Chrystal Therapy believe that not sharing the information would result in the risk of harm to clients or any other person or if there is a legal requirement to do so. This would be discussed with you first where possible.

Chrystal Therapy will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely, stored minimal paper records, including personal information in locked storage and electronic information in password protected and encrypted format (including email, telephone numbers and text). The majority of personal data is held electronically on our CRM system that is hosted by Power Diary.

Online counselling sessions can be video or text based and are delivered via Power Diary. Please follow the links for more information on Power Diary and their terms and privacy policy.

After counselling has ended.

Once counselling has ended your records will be kept for a maximum of 6 years after your last contact with Chrystal Therapy. After this time, data is then disposed of securely and confidentially. (Paper records will be shredded, digital records will not be archived and will be deleted) then securely destroyed. If you want me to delete your information sooner than this, please contact Chrystal Therapy.

Third party recipients of personal data

Chrystal Therapy sometimes shares personal data with third parties, for example, where we have contracted with a supplier to carry out specific tasks. In such cases we have carefully selected which partners we work with. We take great care to ensure that we have a contract with the third party that states what they are allowed to do with the data we share with them. We ensure that they do not use your information in any way other than the task for which they have been contracted.

Volunteering

Volunteers carry out various roles. We collect only information that we need for volunteers. Information is retained for the duration of their volunteering and only retained for longer if we have a legitimate reason to do so.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. We will use the contact details you provide as a volunteer to contact you during your association with us. We will use the other information you provide to assess your suitability for the role you've applied for, including a declaration of interests.

Your rights

Chrystal Therapy will try to be as open as we can be in terms of giving people access to their personal information. You have a right to ask Chrystal Therapy to delete your personal information, to limit how we use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that we hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at http://ico.org.uk/your-data-matters

If Chrystal Therapy do hold information about you, we will:

• give you a description of it and where it came from;

• tell you why we are holding it, tell you how long we will store your data and how we made this decision;

• tell you who it could be disclosed to;

• let you have a copy of the information in an intelligible form.

You can also ask Chrystal Therapy at any time to correct any mistakes there may be in the personal information we hold about you. To make a request for any personal information we may hold about you, please put the request in writing addressing it to info@chrystaltherapy.com  If you have any complaint about how we handle your personal data please do not hesitate to get in touch with us by writing or emailing to the contact details given above. I would welcome any suggestions for improving our data protection procedures. If you want to make a formal complaint about the way we have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to http://ico.org.uk/make-a-complaint

Data security

We take the security of the data we hold about you very seriously and as such we take every effort to make sure it is kept secure. We use encrypted devices and locked filing cabinet.

Additional information for website owners and employers

Visitors to Chrystal Therapy website

When someone visits our website, we use a third-party service, google analytics to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow google to make, any attempt to find out the identities of those visiting my website.

We use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit our website. We use IONOS so that we can continually improve our service to you, you can read IONOS privacy notice here

Privacy policy - IONOS T&C

We use IONOS as the content management system for our website - find out IONOS and data protection. Like most websites we use cookies to help the site work more efficiently - find out about our use of cookies. Consent Management Platform (CMP) | Usercentrics. No user-specific data is collected by Chrystal Therapy or any third party. If you fill in a form on our website, that data will be temporarily stored on the web host before being sent to Chrystal Therapy