Qian Yang

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Data Privacy

Introduction

I value your privacy and am committed to keeping your personal information safe and secure. You can be confident that your personal information will be kept safe, secure, and used only for the purpose for which it was provided. I comply with current data protection laws, including the General Data Protection Regulation (EU/2016/679) (GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

This privacy notice explains how I handle your personal information from our initial contact through to after your counselling has ended, including:

  • The lawful basis for processing your data
  • The purpose and duration of data storage
  • Whether your information is shared with others
  • Your data protection rights

As the ‘data controller,’ I am responsible for collecting, storing, and managing your personal data. I am registered with the Information Commissioner’s Office (ICO) under reference ZB851940. If you have any questions about this policy, feel free to contact me at qiancounselling@gmail.com.

Lawful Basis for Processing Your Information

Under GDPR, I must have a lawful basis for processing your personal data. This varies depending on the stage of our interaction:

  • If you have completed counselling with me, I process your data under the lawful basis of legitimate interest.
  • If you are currently receiving counselling or are inquiring about it, I process your data as necessary for the performance of our contract.
  • Special category personal data (such as health-related information) is processed based on your consent. I retain counselling records to protect against potential legal claims.

How I Use Your Information

Initial Contact

When you contact me about counselling, I collect information to address your inquiry, including your name, age, pronouns, contact details, and medical history. This may come from you directly, or in the case of referral from a GP or another healthcare professional, or a trusted individual making an inquiry on your behalf.

  • If you choose not to proceed, I delete your data within three months unless you request earlier deletion.
  • If you proceed, I collect additional details, including your address, emergency contact, and GP information, as part of our contract.

During Counselling

Your confidentiality is paramount. I will only break confidentiality in exceptional circumstances for safeguarding or legal reasons (see BACP Ethical Framework, items 10 & 55). If possible, I will discuss this with you first.

I store your personal details securely on Google Cloud, which is encrypted and access-controlled. I also maintain separate session notes on Google Cloud.

After Counselling

Once counselling ends, I securely store your records, including email correspondence, for five years, after which they are permanently deleted. If you prefer your data to be erased sooner, you may request this at any time. If you wish for your data to be deleted earlier, please let me know.

Sharing Your Information

I do not share your data with third parties or external entities. If I need to refer you to another healthcare professional or organisation, I will discuss this with you first and obtain your consent.

Your Rights

You have rights regarding your personal information, including the right to:

  • Request access to the data I hold about you
  • Ask for corrections to inaccurate information
  • Request deletion of your data or limit its processing
  • Object to the use of your data in certain circumstances

To make a request, please email qiancounselling@gmail.com. You can learn more about your rights at ICO’s website.

If you are unhappy with how I handle your data, I welcome your feedback. If you wish to make a formal complaint, you can contact the ICO via this link.

Data Security

I take data security seriously. Your information is stored on Google Cloud with advanced encryption and access controls. All services are password-protected, with two-factor or biometric authentication. Devices used to access your data are kept up-to-date with security updates.

Website Visitors

I do not use analytics tools to track visitor behavior on my website.

I rely on legitimate interests as the lawful basis for processing visitor data. My website is powered by WordPress, which uses cookies to improve functionality. You can find more information about its cookie usage here.

If you fill out a form on my website, your data is temporarily stored on WordPress before being securely sent to me.

Last updated: Feb 2025