Privacy Notice
Looking after your information
When you contact me or begin therapy, you'll share some personal information with me. Looking after that information is an important part of my professional and ethical responsibilities.
This notice explains what information I collect, why I collect it, how I keep it safe, and your rights in relation to it.
Who I am
Roberto Kilciauskas MBACP
Psychodynamic & Integrative Counsellor
Practice address
71 Copsewood, Northampton, NN6 0GP
Email: robertokilciauskas@gmail.com
BACP Membership No. 01021500
ICO Registration No. ZC034039
What information I collect
Depending on our work together, I may collect:
- Your name, address, date of birth and contact details.
- Emergency contact details.
- Your GP's details.
- Information you choose to share during therapy.
- Brief process notes following each session.
- Records of appointments, invoices and payments.
- Email correspondence relating to your therapy.
Why I collect this information
I collect and use your information so that I can:
- provide counselling safely and ethically;
- arrange appointments and communicate with you;
- maintain accurate clinical records;
- meet my professional, legal and regulatory obligations;
- issue invoices and maintain financial records where required.
I only collect information that is relevant to our work together.
How your information is stored
I keep brief process notes following our sessions.
My records are stored securely in encrypted digital form. I do not make audio or video recordings of sessions.
I take reasonable steps to protect your information against loss, unauthorised access or disclosure.
Confidentiality
Everything we discuss is confidential.
There are a small number of situations where I may need to share information. These include circumstances where:
- there is a serious risk of harm to you or someone else;
- there are safeguarding concerns involving a child or vulnerable adult;
- I am required to do so by law or by a court order.
Wherever possible, I'll discuss this with you beforehand.
As part of good professional practice, I have regular clinical supervision. Your identity is protected wherever possible, and my supervisor is bound by the same standards of confidentiality.
How long I keep your information
In line with professional guidance, I normally keep your records for seven years after therapy ends, after which they will be securely destroyed. Financial records may need to be retained for longer where required by law.
Sharing your information
I do not sell or share your personal information for marketing purposes.
Your information will only be shared where:
- you have given your consent;
- it is necessary for the safe provision of therapy;
- I am legally required to do so.
Online sessions
If we work online, I ask that you join sessions from a private space where you feel comfortable speaking freely.
If you're attending sessions while outside the UK, I'll ask you to let me know which country you're in before the session begins so I know how best to respond in the unlikely event of an emergency.
Communication
Email is my preferred method of communication.
WhatsApp may be used for brief administrative matters, such as arranging appointments or letting me know if you are running late. I do not offer counselling by email or WhatsApp, and therapeutic matters are best brought into our sessions.
Your rights
Under UK data protection law, you have the right to:
- request access to the information I hold about you;
- request that inaccurate information is corrected;
- request that information is erased where appropriate;
- object to or restrict certain uses of your information;
- withdraw consent where consent is the legal basis for processing.
Some of these rights are subject to legal and professional obligations, which I'll explain if they apply.
Questions or concerns
If you have any questions about how I use your information, please feel free to ask.
If you're unhappy with how your personal information has been handled and we can't resolve your concerns together, you have the right to complain to the Information Commissioner's Office (ICO).
Further information can be found at www.ico.org.uk.