07966 552439
  • Follow us:
Privacy Policy

                                                                       PRIVACY POLICY 18 May 2018

Janet Smith Emotional Wellness Coaching holds confidentiality as an extremely important and integral part of my practice.
In accordance with new GDPR legislation, I am fully compliant and have detailed the procedures of how I deal with your data and my commitment to the security of your data.
Working with my clients it is necessary for me to collect personal data to assist the therapeutic journey. I will only collect relevant data necessary for this.
Janet Smith Emotional Wellness Coaching will ensure that:
• I only collect and process data that is needed.

• I only use personal data as described in this document and client contract and only for the purposes that it is legally permitted.

• I will strive to keep accurate information and review with you your personal details periodically to ensure this.

• I will not keep your information past 3 years from working with me.

• I will not keep your emails, text messages longer than 3 months unless required for therapeutic reasons and in agreement between us.

• I will securely destroy data

• I will take steps to provide security of your data at all times.

• I will not share your personal data unless requested to do so by Court Order.


Information I hold

I will only collect and maintain the personal data for clients that includes name, date of birth, telephone number, email address, relevant medical information, personal information relating to current wellbeing, historical and other important factors to assist in supporting client. I will take brief, factual notes during our sessions.


Lawful basis holding your data

In accordance with the new GDPR legislation I need to have a lawful basis for holding your data. My lawful basis for holding your data is:

• to support the ongoing therapeutic work of clients.

• to assist in the continuity of therapy by giving a brief factual overview of what happened in our session.

• to keep you focused on your goals and aspirations.

• to maintain details of your emotional life history (periods where you have experienced significant pain or pleasure). • to note any impactful relationships or events         that are triggers for negative behavioural patterns.

• to keep a record of interventions (exercise) used and the outcome of them, to ensure I do not repeat an intervention and use the outcome to assist your personal             development and growth.

• To communicate regarding session times/location of sessions and send reminder via text messaging.

• To communicate other resources via email, which will assist your emotional wellbeing, such as articles, web links, and reading list.

• To take notes to Supervision (professional consultation required for all counsellors) which maintains my ability to practice ethically and protects us both.

• I hold client notes and personal data for 3 years after the therapeutic work has concluded. The lawful basis for this is to assist the client should they wish to resume        working with me at any time in the future.


Individual’s rights

Under the GDPR, clients have:

• The right to be informed;

• The right of access;

• The right to rectification;

• The right to erasure;

• The right to restrict processing;

• The right to data portability;

• The right to object; and

• The right not to be subject to automated decision-making including profiling.


How I hold your data and destroy it

I hold personal data for a period of 3 years following client’s last session.

• Data will be destroyed by authorised confidential document disposal company.

• Only paper records are maintained and stored in locked, fire proof cabinet.

• Text messages and emails are deleted every 3 months.

• I do not store personal data in any online database.

• I do not keep electronic records of sessions.



I will ask you to complete a Personal Details form giving your specific consent to collect and process your data. You have the right to refuse consent.
Clients may wish to leave a testimonial directly on my website or send to me via email. They can be anonymous if requested and I may use for marketing purposes as well as offering hope to new clients looking for support via my website. It is not compulsory to leave a testimonial on conclusion of therapy,
Data Breach
Whilst every effort is made to protect client data, in the unlikely event of a data breach where it is likely to result in a risk to the rights and freedoms of individuals, I will contact ICO immediately and contact the client to advise of the data breach.
Under the GDPR I review and audit my personal data policies and procedures regularly and audit every 6 months.


Data portability

Should you wish to have your data sent to a third party, I will require a request in writing. I will send data via the Internet but please bear in mind that data transfer cannot be guaranteed to be 100% secure.


How to complain

Individuals have a right to complain to the ICO if they think there is a problem with the use of their personal data.

Further information can be found under GDPR regulations and I am happy to discuss any of the details of this Privacy policy at any time. https://www.local.gov.uk/our-support/general-dataprotection-regulation-gdpr

Coronavirus (COVID-19) Notice Message
I would like to inform you that all sessions are now taking place online due to the impact of Covid-19. I can assure you that I have worked online for many years and have a lot of experience working this way. Whatever you are dealing with right now, I will be flexible and adaptable using a variety of methods to help you as we travel through this pandemic and beyond; building a brighter future. Your self care is more essential than ever right now and in these difficult times it is important to pay attention to your emotional wellbeing and mental health. If you would like to know more about working with me, I do offer a free 30 minute initial consultation and this will now take place through video conferencing such as Face Time, Skype, Whats app or Zoom. To find out more, send me a message and I look forward to chatting to you.