Privacy Policy for Jean McMinn Counselling Services

1. Introduction

Jean McMinn Counselling Services is committed to protecting your privacy and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website (frankieodonnell.co.uk/jeanmcminn3/) or engage with our counselling services. By using our website or services, you acknowledge that you have read and understood this policy.

2. Data Controller

Jean McMinn is the data controller responsible for your personal data. Our contact details are:

• Address: 21 Church Rd, Holywood BT18 9BU
• Email: info@jeanmcminntherapy.co.uk
• Phone: 07503385477

3. Types of Personal Data Collected

We collect the following personal data:

• Contact Information: Name, email address, phone number, and postal address provided through contact forms, feedback forms, or direct communications.
• Health Information: Details shared during counselling sessions, such as mental health history, therapy notes, or other sensitive information relevant to your treatment (classified as special category data under UK GDPR).
• Website Usage Data: IP addresses, browser type, and pages visited, collected via cookies or analytics tools (e.g., Google Analytics, if applicable).
• Feedback Data: Information provided through feedback forms, including your name, email, and comments about our services.

4. How We Collect Your Data

We collect data through:

• Website Forms: Contact and feedback forms on frankieodonnell.co.uk/jeanmcminn3/.
• Direct Communication: Emails, phone calls, or in-person interactions when booking or attending sessions.
• Counselling Sessions: Information shared during therapy, recorded as session notes.
• Cookies and Analytics: If enabled, cookies collect anonymized usage data. See our Cookie Policy for details.

5. Lawful Basis for Processing

We process personal data under the following UK GDPR lawful bases:

• Contract (Article 6(1)(b)): To manage appointments and deliver counselling services (e.g., using contact details for scheduling).
• Consent (Article 6(1)(a)): For processing data where you have explicitly agreed, such as sharing information with other professionals.
• Legitimate Interests (Article 6(1)(f)): For improving services, such as analyzing feedback or website usage, where it does not override your rights.
• Health Treatment (Article 9(2)(h)): For processing special category data (e.g., health information) necessary for providing counselling services.
• Legal Obligation (Article 6(1)(c)): To comply with laws, such as reporting risks to life or court orders.

6. Purposes of Data Processing

We use your data to:

• Schedule and manage counselling appointments.
• Provide professional counselling and psychotherapy services, including individual, couple, and specialized therapies (e.g., EMDR, nature-based therapy).
• Maintain therapy records in line with British Association for Counselling and Psychotherapy (BACP) guidelines.
• Respond to inquiries and feedback submitted via our website or other channels.
• Improve our services through anonymized analysis of feedback or website usage.
• Comply with legal and professional obligations, such as safeguarding or supervision requirements.

7. Data Sharing

Your data is kept confidential and only shared in the following circumstances:

• With Consent: We may share data with other healthcare professionals (e.g., GPs, supervisors) if you explicitly agree.
• Legal Obligations: We may disclose data if required by law, such as for safeguarding (e.g., risk to life, child protection) or court orders. Where possible, we will discuss this with you first.
• Professional Supervision: Anonymized data may be shared with a qualified supervisor to ensure high-quality therapy, as required by BACP standards.
• Third-Party Services: We use trusted providers (e.g., web hosting, email services) under strict data processing agreements to ensure UK GDPR compliance.

8. Data Retention

We retain personal data only for as long as necessary:

• Contact Information (Non-Clients): Deleted within 6 months if no sessions are booked.
• Feedback Data: Retained for 1 year for service improvement, then deleted unless part of ongoing therapy records.
• Website Analytics: Anonymized data retained for performance analysis.

9. Data Subject Rights

Under UK GDPR, you have the following rights:

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your data, subject to legal and professional obligations.
• Restriction: Limit how we process your data in certain cases.
• Portability: Receive your data in a structured, machine-readable format.
• Object: Object to processing based on legitimate interests.
• Withdraw Consent: Withdraw consent for processing where applicable.

To exercise these rights, contact us at info@jeanmcminntherapy.co.uk. We will respond within one month, unless complex requests require additional time. You can also lodge a complaint with the ICO at https://ico.org.uk/make-a-complaint or call +44 303 123 1113.

10. Data Security

We implement robust measures to protect your data:

• Physical Security: Paper records are stored in locked cabinets accessible only to authorized personnel.
• Electronic Security: Digital data is stored on password-protected, encrypted systems.
• Third-Party Providers: All external services (e.g., cloud storage) comply with UK GDPR and use secure protocols.
• Staff Training: Regular training ensures compliance with data protection best practices.

11. International Data Transfers

As our services are primarily in the UK, data is generally stored within the UK or EEA. If data is transferred outside the UK (e.g., to EU-based cloud services), we ensure adequate safeguards, such as Standard Contractual Clauses, are in place to comply with UK GDPR.

12. Cookies and Website Analytics

Our website may use cookies for functionality and analytics (e.g., Google Analytics). You can manage cookie preferences via your browser or our cookie consent tool. For more details, see our Cookie Policy.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on our website, and significant changes will be communicated directly to clients.

14. Contact Us

For questions, concerns, or to exercise your data protection rights, please contact:

• Email: info@jeanmcminntherapy.co.uk
• Phone: 07503385477
• Address: 21 Church Rd, Holywood BT18 9BU

15. Complaints

If you are dissatisfied with how we handle your data, please contact us first to resolve the issue. You can also complain to the ICO:

• Website: https://ico.org.uk/make-a-complaint
• Phone: +44 303 123 1113