Heartwork Services is the trading name for Heartwork Services (Scotland) Ltd. We are a company incorporated under the Companies Acts in Scotland (company number: SC712128). We are a Data Controller of your information. We provide counselling services. From time to time we may vary this policy. All updates will appear on this page. We recommend that you check this page to ensure that you are happy with any changes.

Heartwork Services will collect information about you to provide you with our services. We currently process and collect the following information:

Adults

• Name

• Email address, postal address, and telephone number

• Date of birth

• Gender

• Payment details

• Relationship status

• Occupation

• Anonymised counselling notes from any counselling sessions undertaken.

• Any form of creative work completed by you during the session.

For children and young people in addition to the aforesaid we may collect:

• The name of the child or young person’s parent(s) or Guardian(S)

• Referrer and reasons for referral (if applicable)

• School name, academic year, and school record

• Professional engagement

Heartwork Services provides Counselling Services. To offer this service there are occasions when we will collect sensitive information about you. The type of sensitive information we collect includes:

• Health details

• We may record counselling sessions with your written consent

• If relevant to the counselling services we provide we may collect information about your:

  • Gender

  • Sexual life

  • Sexual orientation

  • Politcial or ReligiousBeliefs

  • Physical and Mental Health

  • Relationships

  • Criminal Proceedings and convictions; and

  • Other sensitive data.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Adults

• To provide you with our Services

• To communicate with you and to advise of the details of our Services

• To arrange, cancel or reschedule appointments for counselling

• To take payments or process refunds

• Personalising the delivery of our Services to you

• To find ways to improve our Services

• To maintain a file of our correspondence with you

• To record your attendance

• To record anonymised notes of your counselling sessions

• To flag risks.

• To allow our Counsellors to have anonymous discussions with their supervisors for reflection and professional practice (your personal details or any information capable of identifying you is never disclosed during these sessions)

For children and young people in addition to the aforesaid the personal information provided to us by you will be processed for one of the following reasons:

• To register referrals for Counselling

• To communicate with your parent/guardians where relevant

To provide some of our Services to you it is sometimes necessary to share your information with a small number of our 3rd party partners and suppliers.

We share your information with the following 3rd party partners and suppliers:

• The Royal Bank of Scotland Plc; and

• Sumup Payments Ltd

This information is shared to provide you with our Services and to process your data for the following:

• To securely process payments.

The following information is retained by these 3rd party partners and suppliers:

• Name

• Billing Address

• Telephone number

• Card Payment Details, Card Type and Authorising Bank

There are a few rare and exceptional circumstances when your confdiential information may require to be shared with another person or organisation without your consent. In these circumstances Heartwork Services (Scotland) Ltd will require to break confidentiality and share information with the relevant authorities. These include:

• If there is a serious concern that there is risk to you, the public or another person's safety, particularly if a child is at risk of serious harm.

• If there is a legal obligation concerning your knowledge of or part in a serious crime.

• If there is an order of Court requiring the disclosure of the information.

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Generally, it is unusual for a situation to arise where information requires to be shared without your consent. However, when this happens Heartwork Services (Scotland) Ltd will always try to seek your consent before sharing your information.

The Counsellors at Heartwork Services (Scotland) Ltd are members of the British Association of Counsellors and Psychotherapists (BACP). A condition of their membership requires them to have regular supervision. One of the main reasons for this is to ensure that the Counsellor maintains the high standard of professional practice expected by Heartwork Services and the BACP. However, during supervision the Counsellor will not disclose your name or any personal information that could be used to identify you. Any information received by a supervisor is also treated as confidential and subject to the same ethical criteria as the Counsellor is subject to.

If during the course of Counselling you make a complaint to the BACP in relation to any Counsellor working with Heartwork Services (Scotland) Ltd, the Counsellor reserves the right to rely upon their session notes with you in order to address any grievances which might occur in relation to their Counselling practice with you. The data would only be disclosed to the BACP staff member(s) handling the complaint. The data would be transferred to BACP on the basis that it would be held by them in the strictest confidence. By agreeing to this Privacy Policy you consent to Heartwork Services (Scotland) Ltd break confidentiality for this restricted purpose.

Under the General Data Protection Regulations (GDPR) Heartwork Services (Scotland) Ltd legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Information we collect and the specific context in which we collect the information. The legal basis will include at least one of the following:

• Heartwork Services (Scotland) Ltd needs to perform a contract with you.

• You have given Heartwork Services (Scotland) Ltd your consent to do so. You are entitled to revoke your consent at any time. You can do this by contacting our Data Protection Officer as undernoted.

• Processing your personal information is in Heartwork Services (Scotland) Ltd legitimate interests.

• Heartwork Services (Scotland) Ltd needs to comply with the law.

• Heartwork Services (Scotland) Ltd has a vital interest in processing your information.

If you are a resident of the EU or the UK you have certain data protection rights. If you wish to be informed what Personal Information we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

• The right to access, update or to delete the information we have on you.

• The right of rectification.

• The right to object.

• The right of restriction.

• The right to data portability.

• The right to withdraw consent.

If you would like to exercise any of your rights please correspond with the Data Controller of Heartwork Services (Scotland) Ltd. The contact details are narrated in the "How We Control Your Data" section of this policy below. If you request a copy of your records these will be provided within 30 days in an electronic format.

Heartwork Services (Scotland) Ltd will retain your personal information. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies. We will never retain your data for longer than permitted under law and regulation.

Adults

• Information regarding counselling appointments

  • Paper copies: retained for 6 months

  • Electronic copies: retained for 3 years after the conclusion of any counselling sessions

• Counselling records are retained for a period of 3 years after the conclusion of any counselling sessions

• Payment information is kept for 7 years

• Complaint information is retained for a period of 30 years.

Children and Young People

• Children and Young People counselling records are retained for a period of 7 years after the conclusion of any counselling sessions

• Complaint information is retained for a period of 30 years.

If you ask us to do so we will delete your personal data if it is no longer necessary for the provision of our Services to keep them.

Heartwork Services follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services' analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users' movement on the website, and gathering demographic information.

Like any other website, Heartwork Services uses 'cookies'. These cookies are used to store information including visitors' preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users' experience by customizing our web page content based on visitors' browser type and/or other information.

The Privacy Policy of Heartwork Services does not apply to other websites. When using Heartwork Services website you may have the opportunity to share information through other websites and social media. There may also be links to third party websites which we believe contains information that may be relevant to you. When you do this your personal information may be visible to the providers of those social media services, their other users, and other third-party organisations. Heartwork Services has no control over these websites. It is your responsibility to be aware of this and use the appropriate privacy settings so that you have control over how your data is used and shared. You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers' respective websites.

To keep your data secure we have put in place suitable physical, electronic and managerial procedures. All elctronic data is stored securely on designated password protected drives and servers. Any paper based records are retained in locked cabinets which can only be accessed by authorised individuals at Heartwork Services (Scotland) Ltd.

If any security breach is suspected or takes place, we will take steps to ensure the breach is limited and the security restored. Steps will be taken to prevent any future breaches. High risk breaches concerning your information will be reported to you and the Information Commissioner’s Office (ICO) within 72 hours.

We will never sell, distribute, or lease your personal information to third parties without your express written consent or if we are required by law to do so.

Your data will be retained for the periods specified above unless otherwise instructed by you. On the expiration of the periods specified above or on such earlier date as may be otherwise instructed by you we shall delete your data. Any electronic data will be securely deleted. Any physical documents we hold shall be shredded. Further in the event of the death of the director of Heartwork Services or any Counsellor employed by us who holds your information the director or Counsellor will leave directions to the executors of their estate to destroy your data in terms of this privacy policy unless otherwise instructed by you.

If you want to exercise any of your rights outlined above or if you want to make any enquiry about this privacy policy, have a question about the way your personal data is processed, or a complaint about this policy, please contact us by email or by post:

Email data protection Officer

FAO Data Protection Officer Heartwork Services (Scotland) Ltd 91 Blackness Avenue Dundee DD2 1JN

Your rights also allow you to lodge a complaint with the Information Commissioner. To find out more visit www.ico.org.uk

Consent to data collection is not requested at the first launch of this site. By using our website, you hereby consent to our Privacy Policy and agree to its terms.