Privacy Policy

Introduction
I am committed to protecting your privacy and handling your personal information respectfully, securely and in accordance with UK data protection law.
This Privacy Policy explains what personal information I collect, why I collect it, how it is stored and used, and your rights in relation to your personal data.
 
Who I am
I am Suzanne Romain, a counsellor and clinical supervisor working in private practice. My professional qualifications and ICO registration are held in the name Suzanne Romain-Farrell. For the purposes of UK data protection law, I am the data controller for the personal information I hold about my clients, supervisees and people who contact me through this website.
I am registered with the Information Commissioner’s Office (ICO), registration reference ZC090834.
 
Information I may collect
When you contact me or work with me, I may collect personal information including your name, email address, telephone number and information you choose to provide when making an enquiry.
If you become a counselling client or supervisee, I may also hold information necessary for our work together, including contact details, relevant personal information, correspondence and session notes. This may include sensitive information, known under data protection law as special category data, where this is relevant to our work.
Please only provide information through the website contact form that is necessary for your initial enquiry.
 
How I use your information
I process personal information where it is necessary to respond to enquiries, take steps towards entering into a counselling or supervision agreement, provide counselling or clinical supervision, maintain appropriate professional records, and operate my practice safely and responsibly.
My principal lawful basis for processing information in connection with providing counselling or clinical supervision is contract, including taking steps at your request before entering into a contract. I may also rely on legitimate interests where necessary for the safe and accountable operation of my practice, and on legal obligation where processing is required by law.
Counselling and supervision may involve special category personal data. Where I process this information, I identify and document an appropriate additional condition under UK data protection law.
 
Confidentiality
Information shared during counselling and clinical supervision is treated as confidential. There are limited circumstances in which confidentiality may need to be broken, for example where there is a serious risk of harm, a safeguarding concern or a legal requirement to disclose information.
The boundaries and limitations of confidentiality will be discussed as part of our working agreement.
 
How your information is stored
Client and supervision records are held electronically. Documents are password protected and backed up to a password-protected, encrypted external hard drive.
I take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure.
Counselling and supervision sessions are conducted online using Zoom. Sessions are not recorded by me.
 
How long I keep your information
Counselling and clinical supervision records are normally retained for 7 years after our work together ends, after which they are securely deleted unless there is a specific legal, safeguarding, insurance or professional reason for retaining them for longer.
If you make an enquiry but do not proceed with counselling or supervision, your enquiry and associated correspondence will normally be deleted 6 months after our last meaningful contact.
Other records, such as financial or tax information, are retained for the periods required by applicable law.
 
Website enquiries
If you contact me through the website, the information you provide will be used to respond to your enquiry and, where appropriate, to establish whether counselling or clinical supervision may be suitable.
My website does not take bookings or process payments.
The website may use essential cookies and technologies necessary for the site to function. Where non-essential cookies or similar technologies are used, appropriate information and choices will be provided.
 
Sharing your information
I do not sell or trade your personal information.
Information may be processed by service providers that I use to operate my practice, such as email, website hosting and online video-conferencing providers. Where appropriate, I take reasonable steps to ensure that personal information is handled securely.
Information may also be disclosed where I am legally required to do so or where disclosure is necessary in relation to safeguarding or serious risk.
 
Your rights
Under UK data protection law, you have rights in relation to your personal information. Depending on the circumstances, these may include the right to:

• request access to the personal information I hold about you;

• ask for inaccurate information to be corrected;

• request deletion of your information in certain circumstances;

• request restriction of processing;

• object to certain uses of your information; and

• raise a concern about how your information has been handled.

Some of these rights are subject to legal and professional limitations.

Automated decision-making
I do not use your personal information for automated decision-making or profiling.
 
Contact and concerns
If you have any questions about how I handle your personal information or would like to exercise your data protection rights, please contact me using the contact details provided on this website.
If you are dissatisfied with how your personal information has been handled, you also have the right to raise a concern with the UK Information Commissioner's Office (ICO).