Contact Information

 

Tatiana Russell

44 Lower Park Road

Hastings TN342LA

tatiana@minds-aligned.com

website – https://minds-aligned.com

​

 

I, Tatiana Russell am the Data Controller and Processor of Minds Aligned Therapy.

I adhere to the code of ethics of UKCP. If you are unhappy with my treatment of you, you may write to them.

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

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

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

Your handwritten notes are kept in a locked filing cabinet. If I write them up onto the computer, they are password protected. 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.

Credit/Debit card information is shredded as soon as processed.

If you use online banking, then clearly these systems will hold your data. I will download from these systems for accounting purposes and the resulting spreadsheets are help on my hard drive, which is 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.

​

Minds Aligned Therapy 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, Tatiana Russell at Minds Aligned Therapy 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 on 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 (including profiling). Minds AlignedTherapy does not engage in these things

• 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. Tatiana Russell Therapy does not engage in automated decision making or profiling.

I am fully insured through BALENS Ltd.

​

 

 

Social Media and Electronic Information Policy

​

This section outlines the policy of Minds Aligned Therapy with regard to the use of social media and electronic information. If you, as a client, have questions about any aspect please do ask. As the world of technology is constantly changing this document is likely to be updated regularly and the latest version will always be available on my website.

​

Friending

I do not accept friend or contact requests from former or current clients on any social networking site as this can not only compromise your confidentiality (e.g., if another of my friends saw that you were a friend, they may wonder how we know each other) but would also blur the boundary of the therapeutic relationship.

​

Interacting

Please do not use public ways of contact (e.g., @replies or tagging) again because of the potential for this to compromise your confidentiality. You may use WhatsApp or text to discuss appointment times or other logistics but not therapeutic issues. The latter cannot be kept secure.

​

Use of search engines

I do not, as a rule, Google my clients but 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 met.

​

Business review sites

You may find my name on business review sites but I have not asked to be on these. Businesses do not get a choice. Clients are free to post whatever they choose and due to confidentiality I cannot comment on anything that is posted. Indeed, anyone (including a competitor) can 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 some of my professional bodies (NSTT and UKCP) to publish testimonials and so you will not find any testimonials posted by me, nor will I ever ask you for one.

​

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 (e.g. to get a reminder of an appointment time) due to the inherent insecurity of email. If you wish to engage in "email therapy" then please use a password protected word document to contain what you wish to say. I can set this up for you if you need it.

​

Phone

As above, texting 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 8.30am and 7pm.

​

​

 

Ending Therapy

You are able to end therapy at any time you wish and wherever possible I will ask that we can come to a collaborative agreement about this, however this is ultimately your choice, and I will support your right to make the decisions which are best for you. I would ask that you give notice to end our work together. This is to ensure we have sufficient time to respectfully and safely close any areas of exploration, and give due attention to the ending of the therapeutic relationship.

 

 

Client’s rights

I abide by the code of ethics of the UKCP and NSTT, a copy of the codes is available to you as the client so please don’t hesitate to ask to see this.

​

​

 

I confirm that I have read and understood this statement and give permission for my data to be held/processed as described and specifically for my details to be discussed with your supervisor and for my GP to be contacted. I also give permission for you to keep criminal offence data offered by me.

 

 

Client name:                                      Signature:                                               Date: