Supervisee Data Protection Policy
Paula Newman Counselling Service
Registration reference: ZA354138
Information I hold under Legitimate Interests – to provide an effective supervision service and comply with HMRC requirements.
You have the right to ask to see the information I hold about you.
You can ask me to change any information that I hold about you that is incorrect.
You have the right to ask me to delete information that I hold about you, I will do so unless I have a legal obligation to keep it.
What data do I keep and why do I need it?
Name – this is basic information that helps me get to know you
Address, email address, phone numbers – I use this as a way of contacting you regarding your sessions.
Clinical notes – These enable me to offer a professional service through keeping brief factual records of issues and clients discussed.
Will I share your data or my clinical notes?
It is very unlikely that I will share your data. I will not sell it on or use it for unethical reasons. I may have to share it if my notes are subpoenaed by court. I also have regular Supervision where I talk about my work but I only use your first name.
How will I store your data?
If you are having sessions with me
I keep hand written or typed session notes in a locked safe.
I keep personal data such as our agreement form in a different locked safe.
If you are no longer having sessions with me
I keep session notes and personal data separately in a locked cabinet.
How long will I store supervisory data and how will I dispose of it?
Normally I keep hand written and typed session notes for three years after your last session, they will then be shredded.
Normally I keep personal data such as our agreement form for three years after your last session, it will then be shredded.
I keep a current diary with first names and appointment information.
I keep past diaries with personal, client and supervisee appointments in a locked cabinet.
The main use is to manage appointments. Conversations will be deleted three months after the end of our contract.
I keep a list of first names and phone numbers for contact purposes. These will be deleted three months after the end of our contract.
Email conversations to manage appointments will be deleted three months after the end of our contract. Content that refers to clients will be deleted at the end of our discussion. Where appropriate the discussion will be copied and added to my clinical notes.
Information that I might otherwise acquire
You may give me personal information such as your name, address and phone numbers when filling in contact forms on my sites, when communicating with me by phone, e-mail, Skype and social media, and when paying me by cheque. I may receive information about you from other sources such as Google Analytics and comments on my blogs.
Please be aware that the transmission of information via the internet is not completely secure. Although my computer and phone are both security protected and I will do my best to protect your personal data I cannot guarantee the security of data that is transmitted to my site. Any transmission is at your own risk.
My website www.paulanewmancounsellingservices.co.uk is powered by Webhealer. There is a cookie statement at the bottom of each page in the footer as follows ‘Cookies are set by this site. To decline them or for an explanation of the cookies that are used and how they help the site to work better, please visit Webhealer’s cookie page.’ To visit the cookie page, click on the Find out more button.
This signed document
This signed document will be kept with your agreement form and will be shredded three years after the end of our contract.
For updates on my data protection policies, please visit
Do you consent to me using your data as described?
Please write yes or no _____________