PRIVACY AND DATA PROTECTION SECURITY STATEMENT
This statement outlines Dr Samantha Whiteside’s of WhitesideWellbeing’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 statement 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 for no longer than 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:
Dr Samantha Whiteside is responsible for personal data, information on procedures dealing with both internal and external access requests and how the information collection is used.
What is meant by informational privacy:
· The ability of a person to control, edit, manage and delete information about themselves and to decide how and to what extent such information is communicated to others. Intrusion can come in the form of collection of excessive personal information, disclosure of personal information without consent and misuse of such information. It can include the collection of information through the surveillance or monitoring of how people act in public on private spaces and through the monitoring of communications whether by post, phone or online and extends to monitoring the records of sender and recipients as well as the content of messages.
Why I need the information I hold about an individual:
· I need to request and store your details in order to administer and deliver the service you have requested, and to comply with any legal or professional body responsibilities that ensue in the delivering of that service.
What I am going to use it for:
· To make contact with you, to record the relevant personal contact details you give consent for me to hold, and to record session notes. To send invoices where appropriate.
Where this information is stored:
- If you have contacted me via WhatsApp , text or FB messenger I have these on my mobile phone but it is password protected. Your name (and if given) your number will then be stored in my phone for communication purposes.
- If you contact me via email this is accessed on my password protected laptop.
- All clients & patients will have (After consent is asked for) their name, phone number and email address stored securely within Power Diary so that I can create automatic appointment reminders and invoicing.
· I hold hand written notes if you are a counselling/coaching client, which are coded to ensure anonymity, in a lockable box file, your contact details are held in a separate file and at no point come together.
· I hold electronic notes for medical patients using Power Diary which is password protected and GDPR compliant Power Diary is ISO 27001 Certified. This is the most important global security standard for practice management software.
When and how I delete the information I hold about you:
· On request, or 6 years after our last contact, I delete paper records by shredding.
When I pass on personal information: I will only share personal information as follows:
· If during my contact time with you I become aware that there is a safeguarding risk to either you or another person, I will contact whoever we agreed upon at our first session and/or college/professional body/emergency services/where appropriate.
· When you request me to do so.
· Where I need to comply with a legal requirement to do so (a court order for example).
· I do not use CCTV or recording equipment on my premises.
· You can request a copy of your records at any time, and have the right to have these deleted, please see the guidance on https://ico.org.uk/for-thepublic/personal-information/