What happens to information about you?

When you have counselling or therapeutic sessions with Light & Shade CCS, you will probably tell your counsellor things about yourself, your feelings, your experiences and what is happening in your life.

Light & Shade CCS needs to keep some information about you so that its counsellors can support you safely and professionally.

This might include:

• Your name and contact information;
• Your date of birth;
• Information about appointments;
• Contact details for a parent, carer, GP or another appropriate adult where needed;
• Brief notes about your counselling sessions; and
• Other information that is important for supporting you safely.

Light & Shade CCS only aims to collect and keep information that is genuinely needed.

Is what I tell you private?

Yes. What you tell your counsellor during sessions is treated as private and confidential. However, your counsellor may need to share information in some situations.

This might happen if there are serious concerns about your safety or someone else’s safety, or if information must be provided by law.

Your counsellor will normally try to talk to you about this first, whenever it is safe and appropriate, before breaking confidentiality.

If information does need to be shared, Light & Shade CCS will normally share only what is necessary.

Will you tell my parent or carer everything I say?

No.

Having a parent or carer involved does not automatically mean they are entitled to know everything you tell your counsellor or to see your counselling records.

Your age, understanding, wishes, safety and circumstances are important when decisions about your information are made.

There may be situations where Light & Shade CCS needs to involve a parent, carer or another appropriate adult because there are concerns about your safety or wellbeing. Wherever it is safe and appropriate, your counsellor would aim to explain this to you first.

Can I ask what information you have about me?

Yes.

You have rights over your personal information, including the right to ask what information Light & Shade CCS holds about you.

Depending on your age and understanding, you may be able to exercise these rights yourself.

If somebody asks for information on your behalf, Light & Shade CCS will consider whether they have the authority to do this and whether giving them the information would be appropriate. Your privacy, wishes, safety and best interests will be considered.

Some records can contain information about other people as well as you. This means Light & Shade CCS may sometimes need to remove or hide another person’s private information before giving you a copy.

How do you keep my information safe?

Light & Shade CCS takes steps to keep your information private and secure.

We keep paper records securely, and we protect electronic information using appropriate security measures.

Light & Shade CCS only keeps information for as long as there is a professional, legal, safeguarding or insurance reason for doing so.

 I will normally keep your therapy record until your 25th birthday. If your therapy finishes when you are 17, it will normally be kept until your 26th birthday.

After that time has passed and there is no reason to keep it, we will securely destroy or delete the record.

Do you use AI?

Light & Shade CCS may sometimes use AI-assisted tools for limited professional purposes, such as helping to organise or improve written material or develop counselling resources.

Light & Shade CCS does not use AI to decide whether you are at risk or make decisions about your therapy or care.

If AI is used in connection with counselling, steps are taken to remove information that directly identifies you and to minimise or generalise other information that could identify you.

What happens if my counsellor suddenly cannot work?

Light & Shade CCS has arrangements in place for situations where a counsellor becomes seriously ill, is unable to work or dies unexpectedly.

These arrangements help ensure clients are supported appropriately and that confidential information remains protected.

Where necessary, an authorised professional may be given access to the minimum information needed to contact affected clients, respond to urgent concerns and ensure that confidential records continue to be kept securely.

Anyone given access to this information must protect your confidentiality.

What if I am worried about my information?

You can ask your counsellor questions about your privacy at any time.

You can tell Light & Shade CCS if:

• You do not understand something about how your information is being used;
• You think information about you is wrong;
• You want to know what information is held about you;
• You are worried that your information has been shared; or
• You are unhappy with how your information has been handled.

You can speak to your counsellor during a session or contact Light & Shade CCS directly.

Light & Shade CCS

Contact email: joannegibson@lightandshadeccs.co.uk

Telephone: 07479612339

You can raise concerns about the use of personal information with the Information Commissioner’s Office (ICO).

Website: https://ico.org.uk

Telephone: 0303 123 1113