Privacy Policy

Crystal Life Counselling Ltd

Crystal Life Counselling Ltd is a Limited company who provide counselling and therapy services.

This privacy notice explains how we use any personal information we collect about you.

What information do we collect about you?

We only collect information about you once you contact us for one of the above reasons.

We will only collect and use your information where we have lawful grounds and legitimate business reasons to do so.
We will be transparent in our dealings with you and tell you how we may collect and use any further information from you.
If we collect your information for a particular purpose we will only use it for that purpose, unless you’ve been otherwise informed and have given your permission where relevant.
We won’t ask for more information than we need for the purposes for which we are collecting it.
We will update our records when you tell us that your details have changed.
We will periodically review your personal information to ensure that we do not keep it for longer than is necessary.
We will ensure that your information is securely disposed of at the end of the appropriate retention period.
We will observe your rights under applicable privacy and data protection laws and will ensure that queries relating to privacy issues are dealt with promptly and transparently.
We will train our staff on their privacy obligations.
We will ensure we have appropriate physical and technological security measures to protect your information regardless of where it is held

Why do we need to use your personal data?

The primary legal basis that we intend to use for the processing of your data is for the performance of our contract with you. The information that we hold about you, and may collect going forwards, is essential for us to be able to carry out the role and provide the services to you.

Without having access to, and sometimes collecting additional, personal data we would also be unable to fulfil our legal and regulatory obligations. You may give us information about yourself by filling in forms, providing feedback or corresponding with us by phone, email or otherwise.

The information you give us may include:

Your contact details, date of birth, gender, marital status and details about your partner and/or dependents
Health details, but only in specific instances

Information we receive from other sources

We do not receive information about you from other sources

How will we use the information about you?

We collect and hold information about you in order to provide you with the service for which we were engaged.

Who might we share your information with?

Where these additional Services are required we will ask you to complete a Consent form to confirm you are happy for us to share this information.

Where third parties are involved in processing your data we will have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they will only act in accordance with our written instructions.

Where it is necessary for your personal data to be forwarded to a third party we will use appropriate security measures to protect your personal data in transit. For example we use password protected documents and the password is communicated via a separate telephone message directly with the recipient.

Passing on information about you to third parties

To operate effectively as a business we may need to pass your information on to selected and trusted third parties. The third parties we may share information with are:

Third-party processors
any third party where you’ve given your consent

Where it’s necessary for your personal data to be forwarded to a third party we will use appropriate security measures to protect your personal data in transit. For example we use password protected data spreadsheets and the password is communicated via a separate telephone message directly with the recipient.

GDPR & How long do we keep hold of your information?

Your information will be stored and processed in accordance with General Data Protection Regulation (GDPR) (EU) 2016/679 in written and computerised form, and retained for a period of 7 years in accordance with our organisational policy. The information about you will include your name, address, date of birth, contact details such as telephone numbers or email address, persons giving consent, reasons for referral and case notes detailing the intervention and also for case management purposes. Anonymous data may be shared with outside agencies for statistical purposes only.

After the 7 year period your information will be professionally destroyed.

You will be asked to sign a contract in which you agree that your information can be stored, processed and retained as described above.

How can I access the information you hold about me?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some, or all of your personal information, then please email or write to us using the contact details noted below.

Please note that in general you have the right to withdraw your consent to us holding your data at any time, where relevant. In reality this means that if we have a legal right to hold your data that is necessary for us to complete our Data Controller/Data Processor function then this will overrule your request.

Please note that your personal data is not processed by automated means.

We have an obligation to ensure that your personal information is accurate and up to date. Please ask us to correct or remove any information that you think is incorrect. If either you, or we, identify incorrect information then we will inform any third parties about the correct data so that they may update their records at the earliest convenience, should this be necessary.

Security and Safe Storage of your personal information

Once we have received your information, we will use appropriate procedures and security features to try to prevent unauthorised access.

Unfortunately, the transmission of the information via the internet is not completely secure.Although we endeavour to protect your personal data, we cannot guarantee the security of data transmitted over the internet. Any transmission of data is at your own risk.

Information supplied by you to us, or that we collect about you, may be transferred, and stored by us, our agents or contractors for the purpose of providing services to you or for research purposes, outside the European Economic Area. Where this occurs we use the model clauses as issued by the European Commission or other appropriate safeguards where applicable. By submitting personal data, you agree to this transfer, storing or processing.

We may monitor the use and content of emails, calls and secure messages sent from and received by us so that we can identify and take legal action against unlawful or improper use of our systems.

The main examples of unlawful or improper use are attempting to impersonate Crystal Life Planning Ltd, and the transmission of computer viruses.

Marketing

We will not market to you directly ourselves and nor will we share your information for marketing purposes with any other company.

What can you do if you are unhappy with how your personal data is processed?

You have a right to lodge a complaint with the supervisory authority for data protection. In the UK this is:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

0303 123 1113 (local rate)

Changes to our privacy policy

We keep our privacy policy under regular review and we will inform you of any changes when they occur. This privacy policy was last updated on 10th May 2023 .

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

Please contact us on telephone number on our contact page or in writing to

Crystal Life Counselling Ltd
The Old Mill House
Deakins Business Park
Egerton
Bolton
BL7 9RP