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Confidentiality

Confidentiality and data protection information

This section outlines our responsibilities and practices regarding information we keep on clients and explains our Confidentiality and Data Protection policies. ​

Supervision

Professional codes require all counsellors to have their work supervised, usually by a consultant external to the service and University. Supervision is considered an essential aspect of maintaining standards and ethics of practice, providing the opportunity for counsellors to reflect on their work. One of the primary functions of supervision is to support counsellors in working in their client’s best interest. In supervision, the identity of the client is not revealed.

​Security

All notes and records are kept securely locked within the Service.

​Confidentiality

All information about clients is confidential to the Student Counselling Service.
 
Counselling Service staff will not pass on personal information about clients (including information on attendance) to anyone outside the service (including academic and placement staff) subject to the following exceptions:
  • Where the counsellor has the express consent of the client to disclose information.
  • Where the counsellor would be liable to civil or criminal court procedure if the information were not disclosed.
  • Where the counsellor believes the client or another person is at risk of serious harm (see Fitness to Practice).
In all instances, consent to disclose information will be sought from the client, wherever possible. However, if the client or someone else is at imminent risk of serious harm, this may not be possible. In such cases, only the minimal amount of information needed to attempt to minimise the risk of harm will be disclosed to the most appropriate agency/person. 

Fitness to Practice

Students who are training to be doctors, nurses, teachers or social workers have regular contact with members of the public as an integral part of their professional training. The University/Peninsula Medical School has a Duty of Care to these members of the public in addition to its Duty of Care to all students. Students undertaking such professional training have the same entitlement to confidentiality as any other student and a range of support is available to anyone experiencing either professional or personal difficulties. In exceptional circumstances, it may be considered that the difficulties a student is experiencing places people in their care at risk of harm. In instances where a counsellor believes a student poses a risk of serious harm to patients/pupils they are in contact with as part of their course, the Counselling Service would follow an agreed protocol with the relevant School/Department, to enable the student to access additional appropriate support. Issues regarding a student’s fitness to practice would be raised with the relevant Occupational Health department, with a referral being made where appropriate. Students would be included in and supported through this process, wherever possible.

​Record Keeping and Data Protection

It is considered good practice for counsellors to keep records on clients and their sessions. All clients using the service will be asked to sign the back of their Record Card to acknowledge receipt of the Data Protection Information leaflet, and to indicate their consent to records being kept. As a service, we need to be accountable for all the work that we do, and therefore we regret that if a student is unable to give their consent, only one session can be offered. Counselling notes may record background information and key issues worked on in the sessions. These will be brief and factual. Records are kept for 6 years and are then destroyed by shredding.
 

Access to Notes

Under the Data Protection Act, clients have a right of access to all notes kept on them. If those notes contain references to other individuals these may not be made available to the client as data protection is also granted to third parties.
 
If a client’s file includes a letter or additional information from the person responsible for their clinical care, usually their GP or psychiatrist, consent from the relevant practitioner must be obtained before the correspondence is disclosed.
 
If a client wishes to see their file they should put their request in writing to the counsellor or the Manager of the Student Counselling Service, giving at least 10 days notice. It will then be arranged for the client to meet with a counsellor to see their file.