What informaton is stored
During the enquiry process, your name and email address is captured on the contact form. Your phone number is captured on my mobile phone. This information is solely used to return contact as requested.
During the referral process, the following information is collected about you:
Records of initial meetings, therapy sessions and review meetings including dates, times and a brief overview of content are also stored.
Why this information is stored
The General Data Protection Regulations (GDPR) define specific legal bases for storing information. Several of these apply to the information which we store about our clients and their families:
How information is stored and used
Beatrice Norville keeps electronic records which is stored on passcode, pattern or fingerprint protected smartphone. Electronic records are stored on the password protected tablet and is then accessed via password protected software.
Records are kept to help Beatrice Norville in her work with you. They also help to check that I am offering a good quality service and that my work is effective. I keep a brief written record of each session with you and keep any correspondence (for example emails and text messages) sent or received in relation to our work.
Any written records (for example, signed agreements) are stored securely in a locked cabinet.
I will securely dispose of all records 3 years after your therapy ends in line with my Professional Indemnity insurance policy.
Your address, phone number, or email address may be used to contact you in relation to your therapy. During the referral process, you will be asked to confirm the best ways to contact you, including whether to contact young people directly, parents or carers.
I will not usually tell anyone anything that happens in therapy unless you/parents and carers explicitly asks for information to be shared. As required by my professional membership and ethical practice, I receive supervision which is also kept confidential.
Clients have the right to share whatever they like from their experience of therapy with anyone they choose. I encourage parents/carers not to ask children what they have done or talked about in therapy.
I offer regular review meeting to parents/carers, and we will discuss these in advance with the child or young person and agree what information I will share.
There are some situations where I may pass on information without a client's agreement. These are:
If at all possible, I will discuss my concerns with the client first and come to an agreement about what is best to do. I will tell the client what information I am going to share and who I am going to share it with. If the client is under 18, I will also discuss the situation with parents/careers before sharing information, as long as it is safe to do so.
If I am working with a child or young person in a school setting, I will share this information in accordance with that school's safeguarding policy.
If I need to share information without the client's or family's consent, I will consult my supervisor before taking action, unless waiting to do this would increase the risk. I will write down what information has been shared and why I breached confidentiality.
Access to records
You have the right to see records that are kept about you.
If you would like to do this, please ask. I will explain anything in a record that is unclear. You have the right to correct any part of a record that you believe is wrong.
Information stored about children belongs to the child, and young people have the right to ask to see their own records. If younger children want to see their records, their parents can request this on their behalf. I then have a legal obligation to consider whether it is in the child's interest to release this information to their parent.
Parents have the right to ask to see information which is stored about them, for example records of meetings where they were present.
Monitoring and evaluation
Some work may be evaluated to ensure that services delivered are effective, to enable professional growth and improve my practice and to help me plan and develop my service.
I don't want to ask clients to fill in lots of forms or take time out of your therapy sessions, so sometimes I use a holistic approach to monitoring and evaluation. This means I may record your comments in relation to your experience of therapy and its effects. If using end of therapy comments for marketing purposes, I request your explicit written consent and it is published anonymously to ensure individual clients cannot be identified.
Clients' written and creative art work
In private practice, I provide storage for art and craft work clients create during therapy sessions. At the end of therapy, you can decide whether to take your creation(s) home or whether you would prefer me to destroy it for you.
If I lose contact with a client before the planned end of their therapy, I store the art work for up to 3 months, during which time you can arrange to come and collect it. After 3 months any work which has not been collected will be disposed of.
Provision of storage of art work in schools is dependent on the available facilities and will be discussed with individual children and young people.