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Privacy Policy – General Data Protection Regulations (GDPR) 2018

This privacy policy outlines how Yann PHESANS collects, uses, maintains, and discloses personal information gathered from clients engaging with BEYOND LABELS THERAPY. It applies to all services offered by Yann PHESANS, whether online or in-person, within their counselling practice.
 

1. Personal Information I Collect:

The following personal information may be collected from clients:

  • Basic Details: Name, email address, and preferred contact number

  • Emergency Contact: Details of an emergency contact

  • Counselling History: Relevant history of previous counselling or therapy sessions

  • Health Information: Medical conditions and medications pertinent to counselling

  • Client Expectations: Information about your expectations from therapy, including previous therapeutic experiences where applicable
     

2. How I Store Your Information:

I take the protection of your personal information seriously. The following practices are in place to ensure your data is securely stored:

  • Physical Records: Brief sessional handwritten notes and personal details are securely stored in a locked cabinet or in password-protected digital files.

  • Smartphone: My professional smartphone is password-protected. While your contact number may be saved, I use an anonymous client ID to protect your privacy.

  • Email: Your email address is stored in my email account, which is password-protected.

  • Website: Personal information, such as your name and email address, is stored on my website for contact purposes. This information is used solely for email correspondence. My website is hosted by Wix, and their privacy policy can be reviewed here.

  • Google Meets: For online sessions, your email address is used to send calendar invites and meeting links securely. Please review Google Meets' privacy policy here.
     

3. Third-Party Websites:

My website may contain links to external third-party sites. These sites have their own privacy policies, and I am not responsible for how they collect, store, or use your data.
 

4. Documents I Hold:

I retain the following documents for record-keeping and compliance purposes:

  • Contract/Agreement Form

  • Signed Privacy Statement

  • Consultation Form

  • Client Session Notes: Stored for up to 7 years in accordance with the BACP (British Association for Counselling and Psychotherapy) guidelines.
     

5. How I May Share and Use Your Personal Information:

  • Session Reminders: I may use your email address to send reminders ahead of scheduled sessions.

  • Clinical Supervision: I attend regular clinical supervision to ensure that my practice remains ethical and effective. During supervision, session details and client initials may be shared for professional development purposes.

  • Therapeutic Will: In the unlikely event of an emergency, illness, or my sudden death, your name and contact information will be shared with my Therapeutic Executor, so they can notify you if you are currently receiving therapy from me.

  • Emergency Situations: If your health or safety is at risk, I may need to share your details with healthcare providers such as your GP or a mental health crisis team.
     

6. Erasing Your Information:

  • Online Enquiries: All online enquiries will be erased after 3 months.

  • Texts & Contact Numbers: Text messages and contact numbers will be deleted 3 months after the completion of therapy.

  • Written Records: Client session notes and personal information will be retained for up to 7 years after the end of therapy, in line with professional guidelines.
     

7. Your Rights Under GDPR:

You have several rights concerning your personal data under the GDPR:

  • Right to Access: You are entitled to request a copy of the personal information I hold about you, free of charge, and in a digital format. You may also request corrections to any inaccurate data.

  • Right to be Forgotten: You have the right to request that your personal data be erased if it is no longer relevant to the purpose for which it was originally collected, or if you withdraw consent. I will comply with your request unless the information is required for legal purposes.

  • Right to Data Portability: You may request a copy of the information you have provided to me, in a structured and commonly used format, to transfer it to another data controller.

As per GDPR, I am the data controller for your personal data.

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8. Confidentiality & Data Use:

Your privacy and confidentiality are paramount. The information you provide will never be used for any purpose other than that which you have explicitly consented to in this policy. You can withdraw your consent at any time by contacting me directly.

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Yann PHESANS is committed to protecting your privacy and ensuring that your personal data is handled responsibly and securely. If you have any questions or concerns about your data or how it is handled, please do not hesitate to contact me.

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