Staff Counselling

Uses of your data

'Retention period' refers to the number of academic years that your data will be held after your final contact with our Service.

Table 1 - uses of data
Data category Source of data Specific purpose Legal basis Retention period
Referral form information supplied by the client We collect this information in order to provide a summary record of information shared by the client. Performance of contract 5 years
Case notes Generated by Service staff This is a summary record of information shared by clients, by session, in order to provide an ethical counselling service Performance of contract 5 years
Client information Received from University staff, friends To record concern expressed about a client/non-client pre contract / Legitimate interest 5 years
Counsellors' supervision Counselling sessions In line with professional requirements counsellors may discuss counselling sessions with a supervisor external to the Service.  The identity of the client is not revealed.  The purpose of supervision is to help the counsellor reflect on their work with clients Legitimate interest mainly discussion notes - maximum 24 hours
Evaluations Service evaluation form - voluntary processing

Anonymised online  survey to monitor user feedback and inform service development.  This survey is delivered by Online Surveys for more information please visit their website Online surveys

Consent 5 years
Warwick-Edinburgh Questionnaire Questionnaire (paper) form - voluntary processing To monitor mental wellbeing and the effectiveness of counselling.  Completed questionnaires are stored electronically in the client's file.  Consent 5 years
Warwick-Edinburgh Questionnaire Service evaluation spreadsheet This data is recorded on a spreadsheet for statistical purposes and service evaluation.   Legitimate interest 2 years
Database Referral form and case notes We record details of clients' contact with the Service e.g. date and session status.  We also use BACP (British Association of Counsellors and Psychotherapists) codes to record issues and severity Legitimate interest 10 years