Any personal data provided by you to the PGDC through any means (verbal, written, in electronic form, or by your use of our website) will be held and processed in accordance with the data protection principles set out in the Data Protection Act 1998 and the General Data Protection Regulation for the purposes for which you have given consent, to provide the services you have requested from us, and to meet the legitimate interests of the charity.
This policy only applies to data collected by The PGDC staff and trainees, and via our forms and website. Third party agents and websites which are linked to ours are not covered by this policy. If you have any queries concerning your personal information or any questions on our use of the information, please contact the Director email@example.com.
When you request counselling with The PGDC, become an employee or train with The PGDC, or otherwise provide your details to us, you will be asked to consent to our processing of your data under the terms of this policy.
We use information held about you in the following ways:
We will not share any information about you with other organisations or people, except in the following situations:
All information you provide to us is stored as securely as possible. All paper forms and correspondence are kept in locked filing cabinets on our premises. All electronic records are stored on our on-site computer server, all access to which requires password-protected authentication, or by reputable service providers using secure internet ‘cloud’ technology.
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your information using industry-standard protocols and encryption, we cannot guarantee the security of your data transmitted to us via email, including forms completed on our website which are transmitted by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Your identifiable personal information is kept separately from any session notes and other descriptive material. Client notes and other documentation are destroyed three years after the end of counselling. Gift Aid declarations are destroyed/deleted after seven years, and personal contact details are destroyed/deleted after ten years of no contact or updates.
You have the right to ask us to provide a copy of the information held by us in our records. You also have the right to require us to correct any inaccuracies in your information. If you would like to do this, please contact the Director at firstname.lastname@example.org.
You may withdraw your consent for us to hold and process your data at any time. However, if you do this while actively receiving counselling at the PGDC, your counselling would have to end. You can withdraw your consent by submitting by contacting the Director.
We may edit this policy from time to time. If we make any substantial changes we will notify you by posting a prominent announcement on our website.