Privacy Policy

Я|RS  C o u n s e l l i n g  &  C o n s u l t a n c y  S e r v i c e s  P r i v a c y  P o l i c y

Effective 25 May 2018

 

W h a t  i s  a  P r i v a c y  P o l i c y ?

A Privacy Policy is a statement that discloses how Я|RS  Counselling & Consultancy Services collects, uses, discloses, and manages a client's personal data. This Privacy Policy fulfils a legal requirement to protect client's privacy.

 

I n t r o d u c t i o n  t o  Я|RS  C o u n s e l l i n g  &  C o n s u l t a n c y  S e r v i c e s  P r i v a c y  P o l i c y

Our Privacy Policy explains what information we collect at Я|RS Counselling & Consultancy Services, how Я|RS Counselling & Consultancy Services uses, discloses and manages it, and what choices you have.

When we talk about “Я|RS Counselling & Consultancy Services,” “we,” “our,” or “us” in this Privacy Policy, we are referring to Я|RS Counselling & Consultancy Services, or Roxana Rudzik-Shaw, the sole trader who provides the services. When we talk about the “services” in this Privacy Policy, we are referring to the following services:

• Counselling
• Coaching
• Creativity
• Consultancy
• Training & CPD
• Press & Media

 

Occasionally we ask you to provide information about yourself and your family so we can make sure that you receive the appropriate services. This Privacy Policy explains what happens with this information.

Please note, we will review and update this Privacy Policy at regular quarterly intervals to ensure it continues to comply with the latest regulations and best practice.

 

G a i n i n g  Y o u r  C o n s e n t

When you contact Я|RS Counselling & Consultancy Services, we'll tell you how your information will be used, and that it may be necessary to share this with other services and organisations. This will be detailed in the Working Agreement, which varies somewhat depending upon the service provision.

We may collect, use or disclose your personal information without your knowledge or consent where we are permitted or required by applicable law or regulatory requirements to do so. For instance, there are times when we may still need to share it, for example:

• any stated purposes we tell you about when you provide us with information
• as part of our duty to protect a child, vulnerable adult, yourself and/or the public
• for the prevention and detection of a crime
• if we are required to do so by any court or law

To the extent that your consent is required, we will assume, unless you advise us otherwise, that you have consented to Я|RS Counselling & Consultancy Services collecting, using and disclosing your personal information for the purposes stated above.

Where your consent was required for our collection, use or disclosure of your personal information, you may, at any time, subject to legal or contractual restrictions and reasonable notice, withdraw your consent. All communications with respect to such withdrawal or variation of consent should be in writing and addressed to Roxana Rudzik-Shaw at hello@roxana.rudzik-shaw.com

 

W h a t  I n f o r m a t i o n  d o e s  Я|RS  C o u n s e l l i n g  &  C o n s u l t a n c y  S e r v i c e s  r e c o r d ?

The information that we ask for from you may include personal or sensitive information, such as:

 

P e r s o n a l  I n f o r m a t i o n

• first name or given name
• family name or surname
• address
• telephone numbers
• date of birth

 

Se n s i t i v e  P e r s o n a l  I n f o r m a t i o n

• gender, ethnicity and marital status
• religious or other cultural beliefs
• physical or mental health details
• sexuality
• offences and alleged offences
• financial information, including bank account details

 

W h a t  d o  w e  u s e  C u s t o m e r  D a t a  f o r ?

Я|RS Counselling & Consultancy Services access and use Customer Data as reasonably necessary and in accordance with Customer’s instructions to:

• provide and improve our services
• to obtain payment for services provided
• to communicate with our customers and/or clients
• to conduct research into customer interaction with our website
• comply with legal obligations such as a Subject Access Request;
• fulfil any other written or electronic agreement expressly made with the Client or Customer

 

We may also use some of the information you provide us with for other reasons, such as to:

• maintain and ensure the accuracy of our records
• account for our decisions and investigate complaints
• meet our statutory obligations, for example visits by our own regulators
• identify and protect those at risk of harm
• protect you and other people
• prevent and detect crime

 

U p d a t i n g  Y o u r  P e r s o n a l  I n f o r m a t i o n

We endeavour to keep our records are accurate and up-to-date. If you have reason to believe that the information we currently hold about you is either incorrect or out-of-date, please contact us and we will try to resolve your concerns.

If any of your personal information changes during our working together, please keep us informed of these changes in writing.

 

A c c e s s  t o  Y o u r  P e r s o n a l  I n f o r m a t I o n

You can request to see personal information that we hold about you. In order to review, verify or correct your personal information, please contact Roxana Rudzik-Shaw at hello@roxana.rudzik-shaw.com

Your right to access the personal information we hold about you is not absolute. In the event that we cannot provide you with access to your personal information, we will try to inform you of the reasons why, subject to any legal or regulatory restrictions.

 

P h o t o g r a p h y  a n d  F i l m i n g

Should you attend one of our Training & CPD events in-person, we may ask to take your photograph or film you. Any photographs or video may be covered by the definition of personal data in the Data Protection Act 1998. We would require your consent to take and be able to use these photographs or video fairly and lawfully. We will ask you to complete a consent form as appropriate.

 

W i t h d r a w i n g  Y o u r  C o n s e n t

Even if you sign the consent form, you have the right to withdraw your consent and this should be in writing. Once you withdraw your consent, we cannot use the specified photograph or image again.

 

C h i l d r e n ‘ s  I n f o r m a t i o n

Our Counselling, Coaching and Creativity services are not directed to children and young people under 18 years of age. In the event that you learn that a child under 18 has provided us with personal information without consent, please contact us at hello@roxana.rudzik-shaw.com

 

I n f o r m a t i o n  S e c u r i t y

Я|RS Counselling & Consultancy Services takes security very seriously. We acknowledge that the information you provide us with may be sensitive. We respect your confidentiality and keep information about you confidential. This means we store all information you provide securely and control who has access to it.

We take various steps to protect information you provide to us from loss, misuse, and unauthorised access or disclosure. These steps take into account the sensitivity of the information we collect, process and store, as well as the current state of technology.

Please note, under no circumstances will your personal data ever be shared or disclosed with any third parties unless we are legally required to do so.

 

O t h e r  C h o i c e s

The browser you choose to use may cookies or other types of local data storage. Your mobile device may provide you with choices around whether and how location or other data is collected and shared. Я|RS Counselling & Consultancy Services does not control these choices, or default settings.

 

D a t a  S t o r a g e  a n d  H o w  L o n g  D a t a  i s  R e t a i n e d

At Я|RS Counselling & Consultancy Services, brief session notes are made following each session and a hardcopy is securely stored in a lockable filing cabinet. This personal data is coded with a unique code, such as OC00101 (Online Counselling, client 00101 for instance).

At Я|RS Counselling & Consultancy Services, we have a second lockable filing cabinet, with a separate lock and key, which is utilised for the storage of a password protected external hard drive with electronic files on.

Our standard retention period is seven years after the services have reached an end, either due to the working agreement ending or due to termination of the working agreement from either yourself or us.

However, this period of retention may be longer where we are permitted or required by applicable law or regulatory requirements to retain this.

                   

Y o u r  R i g h t s

The law entitles you:

• To receive a copy of any of your personal information which we have collected
  
• To request that we correct and/or complete personal information we have collected
  
• To request that we permanently delete, stop using or storing any of your and/or restrict our use of your personal information when we no longer need it for the purpose you provided it to us
  
• To object to the processing of your personal information by us unless we can demonstrate that we need to continue processing it
  
• In some circumstances to request that we transfer your personal information to a third party
  
• Should you wish to have your personal information deleted, please let us know and we will take reasonable steps to delete it (unless we need to keep it for legal, auditing or internal risk management reasons)
  

 

D a t a  C o n t r o l l e r

Roxana Rudzik-Shaw is known as the data controller at Я|RS Counselling & Consultancy Services.

Roxana is responsible for collecting and processing your personal information. Processing of data includes the organisation, retrieval, consultation, use and deletion or destruction of information and its disclosure to other agencies.

The information you provide will be processed fairy and lawfully, in accordance to ICO guidelines, mainly in connection with the administration of our services.

Our registration number is Z2489099. You may view our registration at the Information Commissioner's Office website.

 

C o n t a c t  U s

Feel free to contact us if you have any questions about Я|RS Counselling & Consultancy Services’ Privacy Policy. You may contact us at hello@roxana.rudzik-shaw.com