Why I record and store personal information
There is some personal information that I need to hold in order to provide my service to clients. I aim to keep the information I record to a minimum. At the outset of our work together my clients give specific consent to my keeping this information.

What information I record and how it is stored
Initial contact
When you contact me with an enquiry about my counselling services I will collect information to help me satisfy your enquiry (using the form on the ‘contact me’ page). This will include your name, pronouns and email address. The form information is stored on my Google Drive, which is password protected.

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

If you decide not to proceed I will ensure all your personal data is deleted within one month. If you would like me to delete this information sooner, just let me know.

While you are accessing counselling
For each of my counselling clients I record:
• Name
• Pronouns
• Email address
• Date of birth
• Phone number
• GP Surgery address and phone number

• Emergency Contact name and phone number

This is recorded on paper or electronically, as part of an information and privacy agreement signed by the client. Paper copies are stored in a locked filing cabinet. Electronic files are stored on a password protected account that requires 2-step verification.

Session Notes
Anonymised notes are recorded electronically. Reference to the client and other individuals is done through the use of initials. The notes are linked to the client by use of a client reference number. Notes are stored electronically in a password-protected document.

Information Storage Summary
Initial enquiry form information is stored in a spreadsheet on Google Workspace, which is a password protected account requiring 2-step verification. Information will be deleted after one month.

Email address is stored in email contacts folder on Google Workspace, which is a password protected account requiring 2-step verification. Information will be deleted after contact ends.

Phone number is stored in the contacts folder on a dedicated business phone, which is biometrically locked and password protected. Information is deleted after contact ends.

Text messages are stored on a dedicated business phone, which is biometrically locked and password protected. Information is deleted after contact ends.

Emails from clients are saved on a Google Account, which is a password protected account. Emails will be deleted after one month.

Name and client reference number is stored in a password-protected electronic document on a Google Workspace account, which requires 2-step verification. Information kept for 6 years, unless requested otherwise by the client.

Session Notes are stored in a Password-protected electronic document. Information kept for 6 years, unless requested otherwise by the client.

How I use the information I store
Contact information enables me to communicate with my clients between counselling sessions. I record details of my clients’ GP surgery in the unlikely event that I judge it to be in a clients’ interest for me to take action to ensure their safety.

My session notes help me to remember and reflect upon what my clients have shared with me, thereby enabling me to work with them as effectively as possible.

How long I store information for
I store all client information electronically. All session notes, clients’ names and reference numbers will be kept for six years. This is to enable me to refer back to previous work with returning clients and to respond to any complaints or other issues that might arise after our work has ended. If a client asks me to permanently delete records before the six years expires, I will do so.

Sharing information with third parties
As a member of the British Association for Counselling and Psychotherapy (BACP) I am required to receive regular supervision of my work. This involves me discussing with my supervisor what my clients share with me. In doing so I do not mention my clients’ names or any other details which might enable my supervisor to identify them.

I will share a client’s personal information with a third party if that client asks me to do so or if we agree that doing so would be in their interest. When possible, I will share this information in electronic format and copy the client into communications.

I may share information with relevant authorities in order to ensure the safety of children or vulnerable adults. I will also share information if legally required to do so; for example, if that information relates to drug dealing, money laundering or terrorism or if a subpoena is issued requiring me to submit my session notes to court.

Clients’ access to information, correction of inaccuracies and concerns about my data management
If a client asks me for a copy of any of their personal information I will provide this within 30 calendar days. This will be provided electronically in a password-protected PDF document. I will send the password in a separate communication to the PDF file. I will make no charge for meeting any reasonable request for access to information.

If a client believes that I hold information relating to them that is factually inaccurate I will correct it at their request. If a client believes that I am managing their information incorrectly they have the right to complain to the Information Commissioner’s Office. For more information go to: ico.org.uk/make-a-complaint.

To make a request for any personal information I may hold about you, please put the request in writing addressing it to marleyravencounselling@gmail.com.

Information breaches
If I have any reason to believe that a client’s information has been accessed without authorisation I will:
• inform the client as soon as I am able and agree actions they would like me to take for their protection
• report the matter to the police, if appropriate
• take any necessary action to protect other information that I hold

1. Introduction
1.1 Our website uses cookies.
1.2 We are committed to safeguarding the privacy of our website visitors.
1.3 This policy applies where we are acting as a data controller with respect to the personal data of our website visitors; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website.
1.5 In this policy, “we”, “us” and “our” refer to Marley Raven trading as Marley Raven Counselling.

2. Credit
2.1 This document was created using a template from Docular.

3. About cookies
3.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
3.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
3.3 Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.

4 Cookies used by our service providers
4.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
4.2 We use Google Analytics. Google Analytics gathers information about the use of our website by means of cookies. The information gathered is used to create reports about the use of our website. You can find out more about Google's use of information by visiting https://www.google.com/policies/privacy/partners/ and you can review Google's privacy policy at https://policies.google.com/privacy.

5. Managing cookies
5.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647 (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) https://help.opera.com/en/latest/security-and-privacy/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/en-gb/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
5.2 Blocking all cookies will have a negative impact upon the usability of many websites.
5.3 If you block cookies, you will not be able to use all the features on our website.

6. Our details
6.1 This website is owned and operated by Marley Raven trading as Marley Raven Counselling, hosted on SquareSpace.
6.2 You can contact us:
(a) by telephone, on the contact number published on our website from time to time; or
(b) by email, using the email address published on our website from time to time.
(c) by completing the contact form on our website.

7. Data protection officer
7.1 Our data protection officer’s name is Marley Raven and they can be contacted at marley@marleyravencounselling.com