Privacy Policy

Requirement for privacy policies

The privacy statement is a declaration of

• What information we save, who we store it for, how we acquire it, and how we use it
• What rights an individual has with regards to being informed about, accessing, rectifying, erasing, restricting the use of, objecting to, and requesting transfer of their personal data

Your privacy rights

Individuals now have a variety of extra and enhanced rights under GDPR (the EU General Data Protection Legislation) in comparison to earlier data protection regulations. Willows wants to respect these rights unless an overriding statutory obligation requires otherwise. We shall always seek a ‘legitimate basis’ for retaining each item of personal data about an individual. These include performing a contract or providing a service (e.g., employment or training), adhering to legal requirements (e.g., for donations), and having a genuine interest .  Where none of these factors are relevant or appropriate for an individual, we shall seek explicit approval to continue communicating with that individual.

The GDPR provides the right to know what data we save, who we store it on, how we obtain it, and how we use it. Additionally, an individual has the right to access, amend, and erase their personal data, as well as to restrict their use, object to, and seek transfer of their personal data.

About whom we gather data

Individuals’ personal information is collected and stored by Sara Lugard Counselling Service for the purpose of delivering counselling and training. This includes our students, faculty, and staff, as well as our volunteers (counsellors, supervisors,members of the management team, trustees and other roles).

The remainder of this document describes our approach to GDPR compliance.

Policy on privacy (staff, volunteers, students)

Please keep in mind that a distinct policy applies to information on our counselling clients, for whom we gather a broader variety of data.

What information we gather and store

• Personnel: we gather data necessary for the performance of the employment contract, such as payment information and information on diversity;
• Volunteers: we gather information pertinent to the volunteer role, such as proof of suitability;
• Students: we gather information on applicants that is pertinent to the course for which they are applying, such as evidence of suitability and previous relevant qualifications;
• Conference delegates: we gather delegates’ contact information and preferred mode of payment.

The manner in which we store and utilise data

We gather and keep information that is submitted directly by the individual involved and entered into our contact system (Advantage Fundraiser NFP). The sole exception is for those who have shown interest in attending an in-house counsellor training program but have not yet been approved. The Training Manager maintains this information ‘off system.’ We may contact individuals from Advantage Fundraiser NFP by print or email.

The data acquired on attendees to our annual conference is collected via our training website (www.saralugardcounselling.co.uk) and is saved on Wix’s hosting system (www.wix.com). Contact information and marketing choices are stored in our Sara Lugard account, from which we may send general updates, training updates, and donor-specific material to correctly selected persons. Both Wix and Sara Lugard information is updated in Advantage Fundraiser NFP, which serves as the’master’ system.

Getting in touch with us regarding your personal data

Kindly contact us in the first instance on 01473 892551 or [email protected] A member of staff who is appropriate will respond to you within the timeframe specified by the GDPR.

Policy on privacy (clients)

Please note that a different policy applies to information about our counsellors, other volunteers, and students.

What information we gather and store

If you apply for counselling with us, we will request that you give information during the referral process (which is presently conducted over the phone) that will enable us to analyse and process your application, manage your counselling, and evaluate the service delivered to you. This includes information about previous counselling or psychotherapy, the person’s current doctor’s practise or health centre, ongoing medical attention and medication, interaction with the Community Mental Health Team, recent self-harm, drug and alcohol use, and any other information that assists us in determining the person’s eligibility for the counselling service we offer.

The manner in which we store and utilise data

We gather and store information that is submitted directly by the individual concerned and is maintained in paper files. Some information, which does not include a person’s identity, is also maintained electronically to facilitate the establishment, progress, and evaluation of counselling, as well as for quality control and statistical purposes.

All paper files are securely maintained in areas accessible only to our counsellors and staff. Electronically stored data is saved on secure servers to which users are allowed approved access based on their employment description.

Getting in touch with us regarding your personal data

Kindly contact us in the first instance on 01473 892551 or [email protected] A member of staff who is appropriate will respond to you within the timeframe specified by the GDPR.

Website

The website solely employs strictly necessary, functional cookies to ensure the site’s functionality. This website does not collect or store any personally identifiable information.

Any tracking is conducted in an anonymous manner. You may opt out of this monitoring at any time by activating your browser’s “Do Not Track” setting.

Content from other websites that has been embedded

The Website’s articles may contain embedded material (e.g. videos, charts, etc.). Embed material from other sites functions identical to how the user would if they visited the other website directly.
These websites may gather information about you, utilise cookies, include extra 3rd party tracking, and monitor your engagement with the embedded content, including tracking your interactions with the embedded content if you do have an account and are signed in to that website.