1. Introduction

Hatch Counselling Services is committed to ensuring the confidentiality and protection of all personal data collected from clients, parents/guardians, and associated professionals. This policy outlines our approach to data collection, storage, retention, and destruction, in compliance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the ethical guidelines of the British Association for Counselling and Psychotherapy (BACP).

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2. Data Collection

Hatch Counselling Services collects and processes personal data necessary for the provision of counselling services. This includes:

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• Client details (both adult and child)

• Parent/guardian details (for child clients)

• GP information

• Contact details

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3. Confidentiality and Data Use

All data collected is treated as strictly confidential. It is used solely for the purpose of providing counselling services and maintaining necessary records. Confidentiality will only be breached in exceptional circumstances, such as:

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• A legal requirement (e.g., safeguarding concerns, court orders)

• Risk of harm to the client or others

• Explicit client consent to share information

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4. Data Storage

All personal data is stored securely to prevent unauthorized access.

• Hard copy client notes and reports are stored in a locked cabinet.

• No electronic copies of client notes are retained.

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5. Data Retention and Destruction

In accordance with BACP guidelines:

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• Client notes are retained for seven years after the last session for adults.

• For children, client notes are retained until the child reaches the age of 25, or 26 if aged 17 at the time of therapy.

• Reports are retained for the same duration as client notes.

• All other personal data (e.g., contact details, GP details, parental information) is securely destroyed once therapy ends.

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6. Client Rights

Clients have the right to:

• Access their data

• Request correction of inaccurate information

• Request deletion of data where appropriate

• Object to data processing

• Complain to the Information Commissioner’s Office (ICO) if they believe their data is being mishandled

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7. Contact Information

For any queries regarding this policy or data protection matters, please contact: Hatch Counselling Services here

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This policy is reviewed regularly to ensure compliance with data protection laws and ethical standards.

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Last Updated on 27th February 2025