FAQ, Data Protection and Complaints Procedure

Data Protection, Complaints Procedure and Frequently Asked Questions

This notice explains how Rutland Counselling Ltd collects and uses your personal data, whether you are a therapy client, a supervisee, a trauma consultancy client, a CPD delegate, or someone who contacts the practice or visits the website. It should be read alongside the Cookie Policy.

I am Sally Atkinson, a UKCP-registered psychotherapist and supervisor (registration no. 2011163790), and the data controller for Rutland Counselling Ltd. I am committed to protecting your privacy and to upholding confidentiality in line with the UKCP Code of Ethics, the UK GDPR and the Data Protection Act 2018.

Contact

Rutland Counselling Ltd, The Rutland Therapy Centre, 40 Melton Road, Oakham, Rutland, LE15 6AY
Email: salatkinson@gmail.com
Telephone: 07515 516137
ICO registration: ZA352136

The information I collect

If you are a therapy client: your name and contact details, and the date and time of your appointments. I do not keep detailed notes on therapy clients beyond appointment records.
If you are a supervisee or trauma consultancy client: your name and contact details, your professional role and registration, our contract and correspondence, and brief, non-evaluative process notes. Trauma consultancy is often a one-off session about a complex case, and is handled in the same way as supervision.
If you are a CPD delegate: your name, contact and professional details, and your booking and payment records.
If you contact me: your name, contact details, and anything you choose to tell me about why you are getting in touch.

Because much of this information concerns health and wellbeing, it is treated in law as 'special category' data, and I handle it with particular care.

Why I process your data, and my lawful basis

I use your data:

to provide and manage your therapy, supervision, consultancy or CPD
to communicate with you
to keep appropriate professional and financial records
and to meet my legal, ethical and safeguarding duties.

My lawful bases under the UK GDPR are contract, legal obligation, and legitimate interests. For health information, I rely on Article 9(2)(h) (provision of health care by a professional bound by confidentiality) and, where relevant, vital interests, the defence of legal claims, and safeguarding.

Marketing

If you have consented, or have purchased or enquired about my CPD or consultancy, I may email you occasional information about these services. Every email includes a way to unsubscribe, and I will stop as soon as you ask. I do not share your details with anyone else for marketing.

Working with overseas clients

I provide trauma consultancy to therapists based in the UK and overseas, including in the United States, over Zoom. Where I work with an overseas client, I generally hold only their contact details, and any case material is anonymised. My handling of your data is governed by UK data protection law.

When I act for a training organisation

When I tutor for Sherwood Psychotherapy Training Institute, or work under Yellow Frog Psychotherapy Training with Carolyn Spring Ltd, I handle student data on that organisation's behalf and under its instructions. For that data, the organisation is the data controller and its own privacy information applies; if you have a query about it, I will pass it to them.

Confidentiality and its limits

What you share with me is confidential. I may need to break confidentiality only where there is serious concern about harm to you or others, where a child or vulnerable adult may be at risk, where a court requires it, or, in anonymised form, within my own clinical supervision. Wherever it is safe and appropriate, I will talk to you first. These limits are also in your contract.

Who I share your data with

I share your data only where necessary:

with my clinical supervisor (anonymised);
the UKCP (anonymised, unless you complain, when your information is shared with your consent);
my insurer (only if there is a claim);
my accountant (financial records only);
and social or emergency services where a safeguarding or serious-harm concern requires it. I never sell your data.

Storing your data and keeping it safe

Paper records are kept in a locked cabinet in my Oakham office. Electronic records are held on encrypted, password-protected devices and in secure cloud storage, with two-factor authentication on my accounts. Online sessions take place over Zoom. I do not currently record sessions; if I ever do, it will be only with your explicit consent, stored securely and deleted in line with my retention periods.

Sending data outside the UK

Some services I use – email, calendar, cloud storage, video calls, and (for Yellow Frog) messaging and document tools – are run by companies based outside the UK. Where your data is transferred abroad, it is protected by safeguards approved under UK data protection law.

How long I keep your data

I keep therapy, supervision and consultancy records for 7 years after our work ends. If you were under 18 when we worked together, I keep your records until your 25th birthday. Marketing contacts are removed after 24 months of no engagement, enquiries after six months of no contact, and financial records after six years. After these periods, records are securely deleted or destroyed.

Your rights and complaints

You have the right to see the data I hold about you, to have inaccurate data corrected, to ask me to erase it (subject to my professional and legal duties), to object to or restrict how I use it, and to object to direct marketing at any time. To exercise any of these, please email me; I will respond within one month.

If you are unhappy with how I have handled your data, please tell me at salatkinson@gmail.com – I will acknowledge within 30 days and look into it promptly. You can also complain to the Information Commissioner's Office at any time (www.ico.org.uk), though I would appreciate the chance to put things right first.

Frequently Asked Questions

How do I contact you?
I can be contacted via this web-site by clicking on the phone symbol or email symbol, whichever is your preferred means of contact.
If my phone goes to answer phone because I am with another client, please leave a message which includes your name and number so that I can call you back.
When does counselling take place?
I will do my best to accommodate a convenient time for you to fit in with your life. The sessions then usually take place at the same time each week. Some flexibility is available if your working hours or free time is changeable every week.
How long do I have counselling for? This is based on individual need and you are always in control of the number of sessions you have. I have worked with some clients for just 6 weeks, others for over 8 years. Short, medium and long term counselling is available.
How much does each session cost? A session costs £60 for individuals and £75 for couples and lasts for an hour. A supervision session costs £70 an hour.
How do I pay you?
Payment can be made by bank transfer. I will send details of how to pay when you book your first session.
What happens if I miss a session?
If you have given me 48hours notice that you will not be attending there is no charge. If you cancel at short notice the full fee is payable. This is because I hold that hour for you and it cannot be filled by anyone else, it is your time.
Where can I park? There is some free street parking available near the train station for one hour. There is a pay and display car park (Westgate Car Park) situated behind the building in St Anne's Close, Oakham LE15 6AZ.
I am nervous about coming to counselling, is this normal? Most people feel nervous and anxious especially on their first visit where everything is new and it can be very emotional. Once we have met and you know where you are coming and where to park this anxiety settles down for most people. Remember you are entering an environment that is safe, warm and confidential. I will do everything possible to put you at your ease.
What happens when my counselling comes to an end? When you feel you are ready to leave counselling we will discuss this together and decide on the best ending for you. I always prefer, whenever possible, that an ending takes place face to face. Most human beings find endings difficult in life and having a positive experience of an ending can be therapeutic in itself.
What happens if I decide to stop coming and then want to come back? If you take a break from counselling and decide to come back at a later date we will work together to find a time slot that suits you. If I have a full diary at that time you may have to wait a few weeks but if you have enjoyed working with me before then hopefully you won't mind this.
If we are both local what happens if I were to see you in town or in a pub or restaurant? In order to protect your confidentiality I would not approach or acknowledge you if I were to see you outside the counselling room. If you wanted to acknowledge me that would be your choice.

You are welcome to download these guides for personal use:

Relaxation Tips Sleep Self Help Writing Therapy Stress Self Help Anxiety Self Help

Rutland Counselling Ltd