Kinship GDPR Policy
PLEASE SIGN AT THE BOTTOM
In line with the European General Data Protection Regulations, I am obliged to share the following information regarding how your data is protected. The stored information is usually located in the United States. Sometimes, phones, laptops, and hard drives will be transported back to Ireland with Robert Lewis as he travels between countries.
Data Stored from Intake Forms
Intake forms collect the following information:
Name, date of birth, and contact information
Name and contact information of your emergency contact
Name and contact information of your GP/Psychiatrist
Previous history in therapy
Details of any relevant medications
Reasons for attending therapy
Intake forms will be collected via our website, (which is provided by Squarespace) and stored in Gmail and Google Sheets using their two-step authentication security. This account is accessible by iPhone and a laptop, both of which are password protected. Please check Google’s GDPR policy for more information https://cloud.google.com/security/gdpr/resource-center. Also please see Squarespace’s GDPR statement.
The information collected will be transferred to a password-encrypted spreadsheet on Apple Numbers/Microsoft Exel, these forms are accessible by iPhone and a laptop, both of which are password protected. Please check Apple’s GDPR policy for more information https://www.apple.com/legal/privacy/en-ww/governance/
Online Sessions
Online sessions will take place using Zoom or Google Meet. These sessions are never recorded. A Zoom or Google Meet link will be sent to you prior to your first session, this will contain a password to protect the privacy of the session.
Please go to Zoom’s GDPR policy for more information https://zoom.us/gdpr.
Correspondance
Any correspondence by email is stored within Gmail, using their two-step authentication security. These accounts are accessible by iPhone and a laptop, both of which are password protected.
Text messages are stored on a password-protected iPhone. Messages that are sent using iMessage are also accessible on a laptop through iCloud.
Invoices and session reminders
Names and contact details are added to Squarespace’s scheduling program, through which you will receive invoices and session reminders. Throughout the duration of therapy, an invoice is updated electronically each week. The invoice records the date of each session, the cost of each session, and the method of payment. The invoice document is password protected on an encrypted device.
Session Records
A digital record of each session is kept. This file records the date, time, location, cost, and payment of each session, it also records the date of the next session and any follow-up action points needed.
Any notes that relate to the content of each session are recorded digitally in an encrypted file on an encrypted device. These notes are pseudonymized.
Sharing of information
In line with good practice in the profession, the names and phone numbers of current clients are shared with a professional executor(s). This person/people would contact you in the event of an emergency if I am unable to do so myself.
I will never share your data with a third party unless legally obliged to. In this highly unlikely event, unless there was a legal prohibition, unless forbidden, I would inform you first. All information is destroyed seven years after our work together has come to an end. ________________________________________________________________
In the holding of this information, I am legally required to seek your consent. By signing below you are consenting that Robert Lewis may store the above information.