Confidentiality and GDPR Policy
Confidentiality and GDPR Policy
Created 06/01/2023
Updated 07/10/2025
Contact details Name: Helen MacIntosh
e-mail: creativetherapeuticjourneys@yahoo.com
The type of personal information collected.
The following information is collected and processed:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Clinical notes based on interviews with parents, school staff and sessions with children.
How personal information is obtained and what it is used for. Personal information about your family and your child is provided by parents or carers and school staff. This information is confidential and is used in administration, correspondence and keeping a record of work with the child. Names, addresses and any other information which identifies individuals will not be shared with third parties except for the purpose of confidential clinical supervision and in statutory safeguarding cases*.
* Safeguarding Children: If information is disclosed that a child is at risk of significant harm, the therapist has a duty under the Children Act to pass on this information to Social Services or the Police in order to do what is possible to see the child protected.
* Serious Harm: If planned serious harm to the life of self or another person is disclosed, the therapist has a duty to pass this on to the appropriate authority (GP, Police, Ambulance service etc.) in order to do all that is possible to see the person protected.
* Safeguarding Vulnerable Adults: if there is a serious risk of harm/abuse to a vulnerable adult, the therapist has a duty of protection to such vulnerable adults. Information may need to be passed on to the appropriate agencies in order to protect vulnerable adults who could be at risk.
* Offences under the Prevention of Terrorism Act 1987: If information is given on any planned act of terrorism, the therapist is by law, obliged to report this to the Police without informing the person who gave the information.
During the course of therapy, information about your child will be recorded, but your child’s name and address will not be shared with anyone else, unless it is for medical or legal reasons. Paper documentation is stored in a lockable box. Other data will be entered into Fortuna, a highly secure system provided by PTUK. Personal information is not processed by PTUK, neither are they released by PTUK to any other organisation or person.
All information is used in line with the latest data protection legislation, including the General Data Protection Regulation (GDPR) 2018. Please see PTUK’s Privacy Policy for more information on how your data is handled and your rights. https://playtherapy.org.uk/play-therapy-privacy-policy/
How we store your personal information
Your information is securely stored and retained in line with the PTUK retention of records policy.
How to complain
If you have any concerns about our use of your personal information, you can contact PTUK’s Data Controller using this email address:
clinical@ptukorg.com
If you are not happy with our response, you can contact the Information Commissioner’s Office:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk