Protection and Record Keeping
Calm Academy (a division of Calm Journey Therapy Ltd) will collect information about you during your interactions with us, with your consent. We hold this information as a confidential record and all records are kept securely and accessed only by Calm Academy. therapists. These records are subject to the General Data Protection Regulation May 2018.
Some of the information we may collect is classified as sensitive personal data and we can only use such data where we have your explicit consent. Your personal and sensitive personal data will only be used in order to provide the service to you.
Adult records are kept for a period of 7 years and are then destroyed; children’s records are kept until they are 25 (7 years as an adult). You have a right to access these records if you wish and to make a complaint to the ICO if you think there is a problem with how these records are managed.
Counselling (including group therapy) is a private and confidential form of help and any information held about you is kept in confidence. This means that we will not normally give your name or any information about you to anyone else. However, there are exceptional cases where we might ethically or legally have to give information to relevant authorities, for example, if we have reason to believe that someone, especially a child, is at serious risk of harm or to prevent a miscarriage of justice. We will discuss any proposed disclosure with you unless we believe that to do so could increase the level of risk to you or to someone else.
Calm Academy only holds the information you have shared with us since coming to us for treatment. This is kept in a GDPR compliant online appointment booking and diary management system.
We will never sell your information or use it for any other purpose than to provide the services to you that you have requested from us. No sensitive or confidential information is shared with any third parties.
Reports and Client Records
Occasionally we are asked by a client or by external agencies such as Social Services or the NHS to write reports on the progress made in counselling. Although this is rare, we will only proceed if the client has signed our transfer of confidentiality document and is fully aware of what this involves. If a client requests their information to be shared with a number of different organisations, more than one transfer of confidentiality document may be required. Please note: We are not in a position to provide any official diagnosis. Any report created will express the professional opinions of the therapist writing the report, and will not necessarily reflect the views of Calm Academy.
In addition, we may be asked by clients, their solicitors, the police and the courts for access to the client records. These are not suitable as evidence in legal proceedings and we reserve the right to resist legal requests to produce the records in court. We do this in order to protect our duty of confidentiality to you and all our clients.