This is the internet privacy policy for kaizencounselling.co.uk (the “Website”)

This website is the property of Kaizen Counselling. We take the privacy of all visitors to this Website very seriously and therefore set out in this privacy and cookies policy our position regarding certain privacy matters and the use of cookies on this Website.

This policy covers all data that is shared by a visitor with us whether directly via kaizencounselling.co.uk or via email. This policy is occasionally updated by us so we suggest you re-review from time to time.

This policy provides an explanation as to what happens to any personal data that you share with us, or that we collect from you either directly via this Website or via email.

Privacy Notice

Kaizen Counselling Ltd Privacy Notice

Here at Kaizen Counselling, we take your privacy seriously; please take the time to read and understand our Privacy Notice.

Who we are

Kaizen Counselling (‘’we’’) is a Counselling and Psychotherapy Practice based at 27 St Giles Park, Gwersyllt, Wrexham. Wrexham, LL114AX. Our nominated person for the purpose of data protection is Ed Hewitt-Symonds who can be contacted using the postal address given above or by email via ed@kaizencounselling.co.uk. He will be the Data Controller for the purposes of the UK data protection regime.

We act as a counsellor and psychotherapist for our clients.

Information we will collect about you

We may collect the following personal data about you:

1. Personal information e.g. Name, Date of Birth
2. Contact Details e.g. Address, telephone number, email address, emergency contact details e.g. GP address/telephone number
3. Sensitive information e.g. Details of your medical history relevant to counselling; medications.

The information collected about you will only come from you, and not from any external sources.

How we will use the information about you and our lawful basis for doing so

We will use your personal data for the following purposes:

1. To respond to your service enquiry;
2. To carry out our obligations arising from any counselling contract entered into between you and us;
3. To notify you of any changes to our service;
4. To fulfil our Duty of Care to you in the event we need to consider breaching confidentiality if we believe you may be considering doing harm to yourself or another;
5. To fulfil our legal obligations if information you may give us leads us to believe that you have committed a crime under the following legislation:

• The Drug Trafficking Act 1994
• The Proceeds of Crime Act 2002
• The Money Laundering Regulations 2007
• The Road Traffic Act 1991
• The Terrorism Act 2000
• The Children’s Act 1989 & 2004
• The Safeguarding Vulnerable Groups Act 2006

6. If we are subpoenaed by a court to disclose information about you.

Our lawful basis for handling your personal data in the above ways are: (1) because it is necessary for the performance of the counselling contract with you: (2) because it is a legal obligation upon us; (3) because in certain situations we have a duty of care to you: or (4) because we have obtained your consent. Where we are relying upon your consent, you have the right to withdraw such consent at any time by emailing our data protection representative, Ed Hewitt-Symonds via ed@kaizencounselling.co.uk

We need your basic personal data in order to ensure the counselling contract entered into is the right one for you. You do not have to provide us with personal data we request but if you do not provide us with the required personal data we may not be able to provide the required service to you.

How we share your information

We may share your personal information with the following:

1. The employees and officers of Kaizen Counselling Ltd.
2. Third parties in the event that we need to fulfil our legal obligations outlined above.
3. Third parties in the event that we need to fulfil our Duty of Care to you, if we suspect you are at risk of doing harm to yourself, or another.
4. Professional Supervisor : In order to ensure my practice remains safe and ethical I may share session details during professional supervision meetings; specific personal details are anonymized.

For further information on how your information is used, how we maintain the security of your information and your rights to access/alter and change information we hold about you, please contact ed@kaizencounselling.co.uk

Where we store your personal data

We have a data protection regime in place to oversee the effective and secure processing of your personal data.

Emails and texts are deleted once read and/or actioned. Any relevant personal data and/or information is transferred to our online client system.

Your data is stored electronically and is automatically encrypted and backed up to one of three UK based data centres daily.

Paper based records are kept in locked filing cabinets and transferred weekly to an off-site storage facility, which is code-entry only, and then retained in a locked room within this storage facility.

No personal information is stored on ,my website.

What documents do we retain?

• Signed Counselling contract
• Signed Privacy Statement
• Assessment Form (if used)
• Client sessional notes

How long do we keep your personal data?

We are required to keep your basic personal data in order to comply with the rules and guidance dictated by the Professional Indemnity Terms and Conditions as set by our insurer.

All paper-based and electronically stored data is securely deleted and/or disposed of five years after counselling has ended.

If you would like more information on our data retention periods, please contact us at ed@kaizencounselling.co.uk

What are your rights?

As a Data Subject, you have the following rights:

1. The right to request a copy of all personal data we hold about you;
2. The right to request correction of personal data we hold about you if it is incorrect or incomplete;
3. The right to deletion of personal data we hold about you where there is no compelling reason for us to continue to hold it;
4. The right to restrict our data processing activities;
5. The right to request transfer of your personal data to a third party;
6. The right to object to processing if the lawful basis is legitimate interest or performance of the task in the public interest or if the processing is direct marketing;
7. The right to file a complaint with the ICO (ico.org.uk)

If you wish to raise a complaint about how we have handled your personal data, you can contact our Data Controller (Ed Hewitt-Symonds) who will investigate the matter.

Use of cookies

On occasion, we may gather information about your computer for our services, and to provide statistical information regarding the use of our Website..

Such information will not identify you personally, it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever. It is used by us to analyse how visitors interact with the Website so that we can continue to develop and improve this Website.

We may gather information about your general Internet use by using a cookie file that is downloaded to your computer. Where used, these cookies are downloaded to your computer automatically.  This cookie file is stored on the hard drive of your computer as cookies contain information that is transferred to your computer’s hard drive. They help us to improve our Website and the service that we provide to you.

All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular areas of our Website.

Any advertising featured on this Website may also incorporate cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our Website.

For more information on cookies you can read the guidance at All About Cookies.

Third party links

You might find links to third party websites on our Website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.