GDPR

As well as having a therapy agreement. We have a privacy policy set out by the General Data Protection Regulation (GDPR). This policy informs how any personal data we collect from you, or that you provide to us, will be stored and processed.

HOW WE GATHER YOUR PERSONAL INFORMATION

Information that you provide by emailing me via my website, www.kapktherapy.com and via various therapy directories and platforms (BACP, Counselling Directory, Psychology Today, Augmentive), or by phone to request further information about my psychotherapy service.

  • If you contact us by email at michelle@kapoktherapy.com/constance@kapoktherapy.com or phone; records of the correspondence may be kept.

  • The Assessment Form

  • Brief session notes.

  • Regarding online therapy, I use the platform Zoom. This software has a facility to record sessions which I will not use. Both platforms are securely encrypted. Any chat transcripts and therapeutic email exchanges will be destroyed either after the session or after therapy has finished – to be agreed by both of us.

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.

  • The assessment form, your contact details, and brief session notes are stored on a separate hard drive to my computer and are password protected.

  • The brief session notes are anonymised, using your initials only and are password protected.

  • We 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

  • We use your contact details to allow us to provide you with information about the service that you request from us; to allow you to tell us about changes in your availability, if you choose to do so, and to notify you about changes to our availability.

  • We use the brief session notes to carry out our obligation arising from the agreement entered into between you and us (separate to this policy). As part of our commitment to providing a professional service, we attend supervision regularly. This is bound by a confidentiality contract (separate to this policy) and furthermore to protect your identity we only use the initial of your first name.

HOW LONG I KEEP YOUR NOTES FOR

  • We will retain your contact details and brief session notes for as long as we are working together. Your assessment and session notes will be retained for a further five years after we end our sessions in case you decide to return to therapy with us, and which is also a requirement of our indemnity insurance.


  • Then as part of our ongoing commitment to your safety, your contact details, your assessment and brief session notes will be securely removed from our smartphones and computers.

YOUR RIGHTS

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

IN THE EVENT OF A DATA BREACH

  • We 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 our incapacity or death your personal contact information will be disclosed to my clinical executor of my Professional Will so that they can notify you. In the event of death our executors will also destroy all contact information and notes on my computer.

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

CHANGES TO OUR PRIVACY POLICY

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

RECORDING CONSENT

  • Your use and undertaking of the services of Constance Knox & Michelle Lam constitutes your approval and acceptance of this agreement, and are consenting to our use, and storage of your personal information, you have disclosed to me, as detailed above. You have the right to withdraw your consent at any time.