Uses of your data

'Retention period' refers to the number of academic years that your data will be held after your final contact with our Service.

Table 1 - uses of data
Data categorySource of dataSpecific purposeLegal basisRetention period
Referral forminformation supplied by the clientWe collect this information in order to provide a summary record of information shared by the client.Performance of contract5 years or 1 year if accessing the EAP instead.
Case notesGenerated by Service staffThis is a summary record of information shared by clients, by session, in order to provide an ethical counselling servicePerformance of contract5 years
Client informationReceived from client/third partyTo record concern expressed about a client/non-clientpre contract / Legitimate interest5 years
Non-client informationReceived from client/third partyMainly responses to requests for counselling and queries about the Service or EAPpre contract / Legitimate interest1 year
Counsellors' supervisionCounselling sessionsIn line with professional requirements counsellors may discuss counselling sessions with a supervisor external to the Service.  The identity of the client is not revealed.  The purpose of supervision is to help the counsellor reflect on their work with clientsLegitimate interestmainly discussion notes - maximum 24 hours
EvaluationsService evaluation form - voluntary processingAnonymised online  survey to monitor user feedback and inform service development.  This survey is delivered by Online Surveys for more information please visit their website Online surveysConsent5 years
DatabaseReferral form and case notesWe record details of clients' contact with the Service e.g. date and session status.  We also use BACP (British Association of Counsellors and Psychotherapists) codes to record issues and severityLegitimate interest10 years
EAP (Employee Assistance Programme)External providerThe University Staff Counselling Service is currently working in partnership with MCL Medics. You can access MCL Medic's privacy notice here.See MCL medics privacy noticeSee MCL medics privacy notice

 

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