Your privacy is a top priority. We're committed to always keeping information about you safely and in a responsible manner, and securing it with industry standard administrative, technical and physical safeguards.
We follow two aspects of safety and privacy:
Treasure Chest Counselling follows code of ethics outlined with The British Association for Counselling and Psychotherapy (BACP). BACP is registered as a data controller with the Information Commissioner's Office (ICO) (ICO registered number Z7078162). Treasure chest Counsellors are members of BACP or equivalent body.
2. How we use your information
2a) Visitors to our website and social media platforms
When someone visits our website, we use a third-party service, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information in no way would identify anyone. We do not make any attempt to find out the identities of those visiting our website.
The company we use to update and maintain our site, has no access to our clients has this information is kept separately.
If you fill in a form on our website, that data will be temporarily stored on the web host before being sent to us.
We do not currently have links on our website to other agencies or services, but should we do so in future. This privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
Any evaluations or testimonials used on this site is completed at persons own discretion. They can choose to identify themselves or not.
We collect this information to provide our services for clients and to inform our development of new and improved services with the intention to meet our client’s needs. All such reviews would be anonymous.
Specifically, we may use information to:
We may also make a brief record of any communications with clients, including telephone calls. We'll use these recordings to check communication between us, in order to analyse, assess and improve our services, and for training and quality purposes.
We send messages by post, telephone, text, email or other digital methods. These messages may be:
We will keep very brief records for 5 years; We'll also keep records of financial records for 7 years in accordance to inland revenue purposes.
We will not pass on your information to a third party to use in their own direct marketing without your consent.
Sharing your information
During your contact with us, we'll tell you how your information will be used and that it may be necessary to share it with other services and organizations, should safeguarding or legality be an issue.
We will not share your information with any third parties unless:
By signing our agreement with you, for the purpose of the service we have agreed to provide, you grant us permission to process personal data which you have provided to us. Information you provide is only to use in an appropriate manner; in accordance to the reason as to why you are engaged with our service.
The purchase of some of our services may require that we publish your details in the public domain, such as in printed materials or on our website, for example advertising and promotion of our services. This will not be carried out with out your explicit permission.
When people make complaints against our staff, we will hold data which will relate to the complainant as well as details of the complaint and witnesses or interested parties. We share information with relevant personal only, in connection to the complaint. All such information will be kept securely.
Attendees of events/groups
If you apply to attend a Treasure chest event, we will hold the information we need in order to deliver this event. Our legal basis for holding your data will be a combination of contract and legitimate interest.
Information about attendees and facilitators is kept for up to five years. Evaluation forms can be anonymous, if you supply your name, with permission only your first name will be used.
Photography and filming
If you attend an event or take part in a promotional activity, we may ask to take your photograph or film you. Any images we hold, whether in still photographs or video, may be covered by the definition of personal data in the GDPR. We will need your consent in order to take and use these images fairly and lawfully. We will ask you to complete a form.
Job applicants, current and former staff
We will only use any information you provide during the recruitment process for the purpose of progressing your application, or to fulfill legal or regulatory requirements if necessary.
We will not share any information you provide during the process with any third parties for marketing purposes. The information you provide will be held securely by us or our data processors, whether the information is in electronic or physical format.
We will use the contact details you provide to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you've applied for. You don't have to provide what we ask for, but it might affect your application if you don't.
We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is needed. Should you be offered employment with Treasure chest counselling, we would need proof of…
We will contact your referees, using the details you provide in your application, directly to obtain references.
If we make a final offer, we'll also ask you for the following:
If you accept a final offer from us, some of your personnel records will be held on our internal HR records system.
During your employment we may need to share your information with third party processors who provide elements of our ongoing employment service, that is employment law advice, occupational health advice, payroll and pensions processing and other employee benefits such as health and wellbeing services. We have contracts in place with all of our third party processors. This means we have restricted what they can use your information for and who they can share it with. They hold it securely and retain it for the period we instruct.
The information you provide will be retained as part of your employee file for the duration of your employment and for six years afterwards. Please be aware that some information may be kept for longer if there is a legal reason to do so.
We may also use your services as a self employed counsellor/therapist. If so, you will be responsible for your own contribution regarding tax, insurance, travel, car parking fees, any equipment you require should this not already be in our stock, finances can be reimbursed when receipt for said item/s is produced. We will request to see your insurance and DBS along with ID of who you are, Proof and certificate of qualification, You will also be required to complete a working agreement between your self and Treasure Chest Counselling.
People who visit our premises
Our premises are equipped with closed circuit TV. This is a purely internal system that is used to help maintain personal safety and security. Video recordings are kept securely on-site and only shared with police when they are needed to investigate a crime. Only staff who have appropriate authority are allowed access to the recordings. The recordings are kept for thirty days.
We record the name of all visitors to our offices for fire safety reasons. The information is disposed of at the end of each working week.
People who take part in our surveys and consultations
On occasion we may use third parties to carry out research on our behalf. If we do this we will carry out checks on the third parties and have appropriate contracts in place.
Some surveys will be anonymous and some will be identifiable (we will know who has completed them), this should be made clear within each survey.
Personal data collected via surveys will be kept for as long as it is needed for the reasons stated when it is collected.
Complaints and queries
We try to meet the highest standards when collecting and using personal information, and we take any complaints about this very seriously. We encourage you to let us know if you think that our collection or use of information is unfair, misleading or inappropriate. We also welcome any suggestions for improving our procedures.
This privacy notice does not provide exhaustive details of all aspects of our collection and use of personal information. However, we're happy to provide any additional information or explanation needed. Please send any requests to Treasure Chest Counselling Management.
If you want to make a complaint about the way we've processed your personal information OR the way you are/were treated during our connection with you or your organization, you can contact the Management of Treasure Chest Counselling. Who will endeavor to resolve any issues as speedily as possible to meet each party’s satisfaction.
Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018), you have rights as a data subject which you can exercise in relation to the information we hold about you. You are entitled to see any information we may hold about yourself,
Access to your information
We try to be as open as we can in terms of giving people access to their personal information. You can find out if we hold any personal information about you by making a 'subject access request' under GDPR. If we do hold information about you, we will:
If you agree, we'll try to deal with your request informally, for example by providing you with the specific information you need over the telephone, or in person by appointment.
Please be aware that we may withhold information from you or provide you with redacted documents in line with exemptions in appropriate legislation.
Records of treatment
If you have received therapy from one of our counsellors and require access to information about your treatment or the treatment someone else has received, you will need to contact the appropriate therapist directly, in the first instance.
You can ask us to correct any mistakes in any factual information we hold about you, such as your address, date of birth, contact details etc.
The GDPR also gives you the right to have the data we hold about you deleted in some circumstances. This is called the 'right to erasure' or the 'right to be forgotten'. The right applies in the following circumstances:
Making a request
If you would like to exercise your above rights, please contact us by email, letter or telephone.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent, but there are circumstances where we might do so. The list below provides some scenarios in which we may disclose personal data. Please be aware that this is not a complete list but serves as an example.
We will only share information that we consider to be necessary and proportionate.
We recognise that the information you provide may be sensitive and we will respect your privacy. This means we store it securely and control who has access to it. We sometimes share personal data with third parties where we have contracted them to carry out specific tasks for us. In such cases we carefully select which partners we work with. We take great care to ensure that we have a contract with the third party that states what they are allowed to do with the data we share with them.
We're committed to holding all personal paper-based personal data in locked cabinets to which only appropriate staff has access. We're working to reduce the amount of paper-based information we hold as it is easier to secure data if it is only held electronically.