GDPR & Data Protection Statement

Reviewed 15/09/2023

General Data Protection Regulation (GDPR ) forms part of the Data Protection Act (2018) and provides you with greater transparency over your personal data, such as data used to identify you. Sophie Holmes Therapy abide by the terms of GDPR (2018) and have outlined how your personal data is used and stored.

1. How your data is used:

a. Name: Used to address you, to ensure confidentiality client notes are assigned a code.

b. Email: Used to confirm appointments and for general communication.

c. Phone number: Used to confirm appointments and for general communication, phone numbers saved on work phones are saved under your assigned code.

d. Address: Used to contact you in writing if required.

e. GPs address: Used to contact your GP if required.

f. Emergency contact number: This may be used in the event that a planned session has been missed and the Therapist has been unable to contact you by other means. This number may be called within 7 days of the missed session at the discretion of the Therapist.

g. Clinical notes: Brief notes are made at the end of each session.

h. Assessment information: This information is taken during the initial session / assessment. The information is used to assess any risk, take note of any client goals and to help the Therapist assess what support you are looking for.

2. How your data is stored:

a. Personal Information: Your name, email, phone number, address, emergency contact number and GP’s information are securely stored on a password-protected and virus-protected computer system, as well as in physical form within a locked filing cabinet.

b. Client Notes: All client notes are stored digitally on a password-protected and virus-protected computer system.

  • Your information will not be shared with any third party, and you have the right to remove personal contact information at any time.

  • Should you want Sophie Holmes Therapy to delete all contact information please get in touch via: sophie@sophieholmestherapy.co.uk

  • Sophie Holmes Therapy will keep your signed client/therapist agreement, notes and first session assessment form for seven years after our final session (your contact details will be removed from these forms automatically after five years or sooner at your request). After seven years, all information will be removed and disposed of securely.