Contact information:

Dr Siobhan Reilly

18a Ashley Rd, Altrincham, WA14 2DW.

07595826185

Email: hello@drsiobhanreilly.com

Website: https://drsiobhanreilly.co.uk

I, Siobhan Reilly, am the Data Controller and Processor for data that I collect in the course of providing therapy.

I adhere to the code of ethics of The National Society of Talking Therapies (NSTT). If you are unhappy with my treatment of you, you may write to them.

Privacy Notice:

The basis on which I keep client data is that of “Legitimate Interests”. This means that the data is necessary for me to fulfil the contract that we have together (i.e. to provide therapy) and that it is data that you would reasonably expect me to hold and use.

The data I hold includes:

• Basic information such as name, email address, phone number
• Information that you give me as part of the work we do together
• Records of what interventions that I use (or potentially do not use) in our sessions
• Emails, texts and/or messages that are sent between us
• Information sent from any third party, e.g. GP

Some of the information that you give me may fall under the definition of special category of data as defined by the General Data Protection Regulation. The condition for processing this special data is “processing is necessary for medical diagnosis, the provision of health care or treatment pursuant to contract with a health professional”. However, data on any criminal offences (including allegations, proceedings and convictions) is even more tightly controlled and so I need your specific consent in order to hold any such information.

Data is not shared with anyone, except possibly your GP and my supervisor to ensure your continued care, and for any reasons covered by the Requirements for Disclosure section below. However, if you were to make a complaint about me to my professional body, I would be entitled to share your notes with any investigation procedures.

The data is primarily used to enable me to provide therapy for you. It may also be used scientific research purposes and statistical purposes.

Details of where data is held:

Any emails sent between us are held either on my computer’s hard drive or exchange server or if archived, in Dropbox which is secure cloud-based storage which is itself GDPR compliant.

Any that may be held on my mobile phone are code protected.

Any texts/WhatsApp messages/Messenger messages sent between us (See social media and Electronic Information section) are held on my mobile phone which is code protected.

Your notes are handwritten and are kept in a locked filing cabinet. A coding system enables the therapist to know whose notes are whose, but a stranger seeing the notes would not be able to identify who they referred to.

If paying with online-banking then please be aware that these systems will hold your data. I will download from these systems for accounting purposes and the resulting spreadsheets are held in Dropbox. When sent to my accountants, they will be password protected.

Any recordings are stored in a secure computer database on a computer which is not connected to the internet and is password protected and accessible only by me

Your data is kept for 7 years. The length of time is based on the requirements of my insurer. After this time any paper records are shredded and computer records permanently deleted.

Dr Siobhan Reilly takes the security of data seriously and as such

• All data is held securely (see details of where data is held above)
• Any data transmitted is sent encrypted where possible
• For accounting purposes Excel spreadsheets are used

However:

I am not in control of data (including emails and texts) which you send me.

Apps such as Facebook routinely access any information held and this is beyond my control.

If there is any breach of data security I, Siobhan Reilly, will give full details to the Information Commissioners Office and any person affected within 72 hours of the breach and do all possible to minimise any potential impact.

You have rights with regards to the data held:

The right of access. I will provide you with all data I hold regarding you as soon as I can following a request (and definitely within 30 days, unless this is impossible due to holidays or illness).

The right to rectification. If any data I hold is incorrect, just let me know and I will correct it as soon as I can following a request (and definitely within 30 days, unless this is impossible due to holidays or illness).

The right to erasure. If you wish me to erase your data just let me know and I will delete any computer records and shred any paper records as soon as I can following a request (and definitely within 30 days, unless this is impossible due to holidays or illness). NB: data may be retained for scientific research, historical research or statistical purposes where erasure is likely to render impossible or seriously impair the achievement of that processing, but this would never include case notes or data such as address/email/phone.

The right to restrict processing. This would usually be a stop-gap measure before correction of any errors or before erasure

The right to data portability. This might apply if you want your notes sent to another therapist for example, but it is likely that the easiest solution would come under the right to access, i.e. I would send the data to you.

The right to object to:

• Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (I do not engage in such activity).
• Direct marketing.
• Processing for purposes of scientific/historical research and statistics. For this, you must provide grounds for your objection.
• Automated decision making and profiling. Cheshire Therapy Room does not engage in automated decision making or profiling.

Cookies.

Like many websites, I use cookies. A cookie is a small amount of data that is sent to your computer or mobile phone browser from a website’s computer and is stored on your device’s hard drive.

Cookies record information about your online preferences. They help me understand how visitors engage with my sites so that I can improve their online experience with me. I do not use cookies to collect personally identifiable information about you.

Each website you visit can send its own cookie to your browser if your browser’s preferences allow it. To protect your privacy, your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites.

How to control and delete cookies:

You may restrict or block the cookies which are set by our website, or any other website, through your browser settings. You can also ask your browser to alert you when a cookie is issued.

For more information about cookies and how to manage them is available at www.aboutcookies.org

I use Google Analytics to understand how visitors engage with my websites. It collects information anonymously and reports website trends without identifying individual visitors. For more information visit Google Analytics privacy and security

I am fully insured through BALENS Ltd.

Social Media Policy

This document outlines my policy with regards to the use of social media and electronic information. If you have questions about any aspect, please do ask. As technology is constantly evolving this document will be updated accordingly.

‘Friend Requests’

I do not accept friend or contact requests from former or current clients on any social networking site as this may compromise your confidentiality. In addition, this could confuse the boundaries of our therapeutic relationship.

Social Media ‘following’

Social media use between therapist and client can cause confusion around therapeutic boundaries, the maintenance of which are integral to effective therapy.

I may on occasion post on social media as an individual, not a business. I therefore respectfully request that you refrain from following me in this context in order to preserve your therapeutic best interests. Should I notice that you have, I will suggest that we discuss this in our session with the overall aim of to preserving your therapeutic best interests. I will not follow you on social media for the same reasons. 

You are more than welcome to follow my business accounts. However, please bear in mind your own confidentiality and that others may deduce that you are a client of mine from this information.

Interacting

Please do not use public ways of contacting me (e.g. @replies or tagging) as this may compromise your confidentiality. You may use WhatsApp or text to discuss appointment times or other logistics, but not therapeutic issues. Again, this is with your best interests in mind as the latter cannot be kept secure.

Use of Search Engines

I do not routinely Google my clients, but I may very occasionally in a time of crisis. For example, if you had failed to attend a session and I was concerned for your safety I may try to find out about you this way. If I did so, I would tell you about it the next time we meet.

Business Review Sites

Should you find my name and reviews on business review sites, please note that I have not requested this. Businesses often do not get a choice in their listings and clients are free to post whatever they choose on these pages. Due to confidentiality, I cannot comment on anything that is posted. Indeed, anyone (including a competitor) may post anything so it is advisable to be aware that reviews (good or bad) may not be representative of the views of real clients.

It is considered unethical by my professional body (The National Society of Talking Therapies) for me to publish testimonials. This is because the Advertising Standards Authority can if they choose request details to verify them and this could compromise your confidentiality.

Location-based Services

If you use location-based services on your phone, you should be aware that others may surmise that you are a therapy client if you are seen as “checking in” at my address.

Email

It is preferable to use email only for logistical contact containing non-sensitive information (e.g. to get a reminder of an appointment time) due to its inherent insecurity.

Phone

As above, texting or WhatsApp messaging may be used for contact about appointment times. This is preferable to making a phone call as it is easier to respond as I cannot answer the phone if I am with another client. Whether phoning or texting, please only do so between the hours of 9am and 6pm.