PRIVACY NOTICE

Privacy and Data Protection at Callum Kane Art Therapy 

This privacy notice explains how I collect, store, and use your personal information in line with the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who I Am

I am a qualified, HCPC-registered Art Psychotherapist offering therapeutic services. I am committed to protecting your privacy and being transparent about how your information is used. Callum Kane Art Therapy is registered with the Information Commissioner’s Office (ICO), the UK’s independent authority on data protection. I follow ICO guidelines to ensure your personal information is handled responsibly and kept safe. 

I will never sell your information or share it with third parties, and you won’t receive any unsolicited calls, emails, or messages from us. I take your privacy seriously and am committed to being transparent about how your data is used and stored. 

What Information Do I Collect?  

I may collect and store the following personal information: 

  • Your name, address, phone number, and email address 

  • Emergency contact details 

  • Date of birth 

  • Ethnicity 

  • GP details (with your consent) 

  • Relevant medical or mental health information (shared by you) 

  • Session notes (brief and anonymised where possible) 

  • Signed consent forms and referral/intake forms 

  • Communications via email, phone, or text 

When making a referral to the service, I will ask for your contact details, a brief reason for seeking counselling, your GP’s details, and an emergency contact. This information helps with preparation for your initial assessment.

If a referral is made but you don’t go on to become a client, your information will be securely shredded.  

Why I Collect Your Information       

Your personal data is collected for the following purposes: 

  • To provide safe and ethical psychotherapy 

  • To contact you about appointments or important updates 

  • To provide you with the best possible support and continuity of care 

  • To meet my legal and professional obligations 

Before collecting any personal information, I’ll explain how your data will be used and stored and ask for your consent. If you agree, you’ll be asked to sign our terms and conditions, which outline your rights and our responsibilities under data protection law. 

How I Store Your Data 

  • All paper records are stored in a locked filing cabinet. 

  • Digital files (e.g. notes, emails) are password-protected and stored on secure, encrypted devices. 

  • I do not share your data with third parties unless legally required or if there is a serious risk to you or others. 

  

How Long Will I Keep Your Data 

If you become a client, in line with HCPC guidance and insurance requirements, I retain your records for 7 years after therapy ends (or 7 years after the client turns 18 if they are underage), unless you request otherwise after completion. After that, your records will be safely destroyed. To protect your privacy, personal information and session notes are stored separately, in accordance with our confidentiality policy. 

If a referral is made but you don’t go on to become a client, your information will be securely shredded. 

Your Rights 

You have the right to: 

  • Access the data I hold about you 

  • Correct any inaccuracies 

  • Request the deletion of your data (in certain circumstances) 

  • Withdraw your consent (where applicable) 

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if needed 

As a client of Callum Kane Art Therapy, you have the right to request access to the personal data that's held about you, including any clinical notes or records kept as part of your therapy. 

If you would like to request this information, please do so in writing. I will respond to your request within one calendar month, in line with data protection regulations. There is no charge for accessing your records, unless the request is considered excessive or repetitive, in which case a small administrative fee may apply. 

Please note that in some circumstances, parts of your records may need to be withheld to protect the confidentiality of third parties or to ensure that sharing the information does not pose a risk to your wellbeing, as outlined in data protection and professional guidelines. 

If you believe any of the information we hold is inaccurate or incomplete, you also have the right to request a correction. 

If you're unable to share certain information that I need to support you, we can discuss how this may affect the service I’m able to provide. 

Confidentiality & Limits 

Your information is confidential. However, Confidentiality may be broken only in the following situations:

  • There is a risk of serious harm to yourself or others

  • There is a risk of a serious crime being committed

  • Information is requested by a court of law

As part of ethical practice, I discuss my work in regular clinical supervision. All identifying details are withheld, and supervisors are bound by the same duty of confidentiality.