Confidentiality and Records
Because of the importance of this topic, you will be given written information about our confidentiality and record keeping policy if you make a counselling appointment. In accordance with the Data Protection Act 1998, you will be asked to confirm your acceptance that sensitive information about you will be recorded and stored securely in accordance with the following policies.
Confidentiality
Confidentiality is clearly very important when coming for counselling, and we take every care to ensure that the information you share and your identity is protected. We want to establish a basis for trust so you feel safe to talk about whatever issues you choose to discuss. This means that on the occasions when we seek professional support for ourselves, either from another counsellor or a line manager, we do so in a way that is both discreet and anonymous.
It is only in very exceptional circumstances that we would decide to pass on information that might identify you to someone else. Such circumstances arise rarely but occur when your counsellor is seriously concerned that you or someone else may be at serious risk if information is not passed on. Whenever possible, your counsellor will discuss this with you before taking action, unless they assess that doing so is likely to increase the level of risk. The nature of the disclosure, and the reasons for breaking confidentiality, will be recorded in writing.
Record Keeping
The Counselling Service keeps both written and computerised records. These records are kept in order to assist your counsellor in their work with you. In addition, the records help to ensure that the service is accountable, and that it can be monitored and evaluated.
Security and confidentiality are vital. Written records are stored securely by each counsellor. Names and contact details are kept separately from other records, the latter being identifiable only by way of a code.
In addition to the two forms you are asked to complete when you first make contact with the service, your counsellor will keep a brief written record of each session with you. Also, if at any point you ask the counsellor to, for example, send a letter or memo to another member of staff or your GP, a copy of this will also be kept. Unless you ask us not to, your address, phone number, or email address, may be used to contact you, e.g. if it is ever necessary to rearrange an appointment.
Electronic records are kept mainly for statistical purposes. They are stored on a data-base that is accessible only to members of the counselling team. In order to maintain the confidentiality of the relationship between you and your counsellor, details of individual sessions are not recorded here.
Personal information about you is not normally available outside the Counselling Service. Personal information will only be passed on in the following circumstances:
- If you have given consent for information to be disclosed to a specific person or organisation.
- If you, your counsellor, or someone else is in serious danger.
- If the counsellor would be liable to civil or criminal proceedings if the information were not disclosed.
Consent to disclose information will be sought whenever possible.
Your counsellor will normally securely dispose of all records relating to your counselling by the end of the academic year following the one in which counselling finishes. If there is a specific reason for keeping them, such as a planned continuation of counselling, this will be recorded.
Access to Records
Under the Data Protection Act, you have the right to see records that are kept about you. If you would like to do this, please ask your counsellor. She/he will explain anything in a record that is unclear. You have the right to correct any part of a record that you believe is wrong.
There are two exceptional circumstances in which access may be refused to any part of your record. These are: a) where the counsellor believes that to do so could be seriously harmful to you or b) where information has been supplied confidentially by a third party. (Consent must normally be obtained from that person first of all.)
If you disagree with a counsellor's decision to refuse access please take this up with the Director of Student Services.