'We', 'Us', 'Our' refers to the registered business partnership of Diane Faulkner Reg MBACP and Yvonne Canning Reg MBACP Trading as Ivy Counselling.

'Clients' refers to anyone enquiring about our counselling or supervision services.

This policy outlines Ivy Counselling's procedures for collecting, storing and processing personal data. ('Personal data' means data which relates to a living individual who can be identified from the data or from other information from that data) in order to comply with the Data Protection Act ('DPA') 2018.

 This policy covers all the principles under the DPA.  These are known as the 'data protection principles' and ensures information is:

  • used fairly and lawfully
  • used for limited, specifically stated purposes 
  • used in a way that is adequate, relevant and not excessive
  • kept no longer than is necessary
  • kept safe and secure
  • not transferred outside the European Economic Area (EEA) without adequate protection

Contact details of the person responsible for taking the lead on compliance:

Diane Faulkner ([email protected])  is the registered data controller. Diane and Yvonne are data processors and are both also responsible for personal data, information on procedures dealing with both internal and external access requests and how the information collected is used.

Why we need the information we hold about an individual:

  • We need to request and store your details in order to administer and deliver the service you have requested, and to comply with any legal responsibilities that ensue in the delivering of that service.

What we are going to use it for:

  • To make contact with you, to record the relevant personal contact details you give consent for us to hold.

Is the information being held securely:

  • We store clients' name and contact details in a paper file and hold paper copies of signed agreements in either a locked cabinet or secure room. We store contact numbers and names on our mobile phone contact lists.  Any website enquiry contact forms we receive are deleted from the e mail systems once we have made contact with you.

About the security of our website:

  • has an SSL. 
  • An SSL certificate shows that the data connection to an internet page is secured with a Secure Sockets Layer (SSL).  This ensures that the transferred data cannot be read or modified by third parties. (You can recognize the encrypted connection to the lock icon in the address bar of the browser.)  This also secures the content you send through the contact form and e mails.

How we update the information we hold about you:

  • The personal information stored is as given to us on initial contact, and updated as and when you inform us of any changes.

When and how we delete the information, we hold about you:

  • On request, or at seven years after our last contact, we delete by electronic means and destroy paper records by shredding.

When we pass on personal information:

We will only share personal information as follows:

  • In order to protect a child, vulnerable adult, yourself or the public from harm or abuse.
  • Where you request us to do so.
  • Where we need to comply with a legal requirement to do so (a court order for example.)

Personal information is limited only to those with a strict need to know.                                                                                                                                                     We do not use CCTV or recording equipment in the counselling rooms.                                                                                                                                                      You can view or have a copy of information we hold about you, request it be amended or to have it removed: 

  • You have a right of access to and deletion of your records, please see the guidance on:
  • Our registration reference is ZA355726