Privacy Statement
Version 1.0 April 2024
Our Contact Details
KvLS Mental Health Support Ltd
Royal Mail House
Suite 38 & 39
Terminus Terrace
Southampton
SO14 3FD
Please be aware that we are not a drop in centre - above address is for post and visiting is by appointment only.
Contact Phone Number: 07716 883 406
Email: kvls.counselling@gmail.com
The type of information we collect
We currently collect and process the following information:
Name, address, phone number and email address
Emergency contact details
GP Surgery contact details
Current Medication
Current physical and mental health status
How we get the personal information and why we have it
Most of the personal information we process in provided to us directly by you for one of the following reasons:
To ensure your safety whilst visiting and using the services of KvLS Mental Health Support Ltd
To contact those necessary in the case of an emergency
To enable KvLS Mental Health Support Ltd to best support you, taking into consideration your medical / mental health needs
To assess your needs and suitability for accessing our psychological services and assist in clinical decision making during therapy
If we have reason to believe that there is a significant risk of harm to yourself or others
To discuss with a clinical supervisor any information relating to your presenting issues to ensure quality of service and accountability
We also receive personal information indirectly, from the following resources in the following scenarios
Referrals from other agencies / charities / organisations
Referrals from GP Surgeries and Health Care Providers with your prior consent
How we use the information you have given us
We use the information:
To ensure your safety whilst visiting and using the services of KvLS Mental Health Support Ltd
To contact those necessary in the case of an emergency
To enable KvLS Mental Health Support Ltd to best support you, taking into consideration your medical / mental health needs
To assess your needs and suitability for accessing our psychological services and assist in clinical decision making during therapy
To discuss with a clinical supervisor any information relating to your presenting issues to ensure quality of service and accountability
If we have reasons to believe that there is significant risk of harm to yourself or others, we may share this information with your GP Surgery, emergency services
and / or your designated emergency contact.
We also run yearly reports on quality, quantity and insights of service - This information will be strictly anonymous reflecting demographics, outcome measures
and duration of support and for internal use only.
The law we adhere to
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing information are:
Your consent - You may remove your consent at any time. You can do this by contacting us by post or email (see Our Contact Details).
We have a contractual obligation - We have contracted with you to offer the most suitable form of therapy / support. This means that we may discuss presenting
issues within the team during clinical supervision at KvLS Mental Health Support Ltd
We have a legal obligation - If required in exceptional circumstances to share your information. This includes when information is subpoenaed by a judge in a
court of law or the threat of serious significant harm to you or to others.
Please be aware that we (all staff at KvLS Mental Health Support Ltd) are not classified as reliable witnesses in court.
Please be aware that if you sign a consent form for sharing information (with for example the police) all the information shared will become public record.
We do not give character references, although we can supply an attendance record on your request.
How we store your personal information
We store your information both electronically and physically. The physical information is only stored anonymously by your therapist and their clinical
supervisor. Our management system electronically stores your information and is password protected, accessible by your therapist and those authorised as
admin only. We use up-to-date antivirus software and encryption where possible. We do not record sessions either face-to-face or via TeleHealth.
We keep factual notes about you for 6 years after your counselling process has ended. We will then dispose of your information using an electronic 2-way
shredder and/or deleting digital information from our systems.
Your data protection rights
Under the data protection law you have rights including:
Your right of access - you have the right to ask us for copies of your personal information.
Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You have also the right to ask us to complete
information you think is incomplete.
Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances. The exception to this is the information stored
that would be relevant to the exercise and defence of legal claims.
Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - you have the right to ask that we transfer your personal information to another organisation, or to you, in certain circumstances.
You are not required to pay any charges for exercising your rights. If you make a request, we will acknowledge your request within 5 business days and respond
to the request within one calendar month. Please contact us by email or post if you wish to make a request.
Your feedback and concerns are important to us
If you have any concerns about our use of your personal information, please contact us, so we can arrange a phone call or meeting to address your concerns.
If you wish to make a complaint regarding how we handle your personal data, please write to us by posting a letter to our business address. We will acknowledge
your complaint within 5 business days and respond to the complaint within one calendar month, which will give us time to investigate and we endeavour to
solve the issue(s) to your satisfaction.
You could also complain to the ICO if you are unhappy with how we have used your data.
ICO website: https://ico.org.uk/
ICO helpline number: 0303 123 1113