At Maromika, we are committed to protecting the privacy of all our clients. We therefore take great care to maintain your confidentiality at all times and abide by the current Data Protection laws (GDPR, 2018) and the ethical guidelines of the British Psychological Society (BPS), the Healthcare Professions Council (HCPC), the General Medical Council (GMC) and the Royal College of General Practitioners (RCGP).
These guidelines exist to ensure that your data is held and managed securely and to ensure that all our clinicians operate within good practice guidelines. Maromika will hold personal details and information from your therapy and medical appointments on a regular basis. It is important that we hold this information from consultations so that we can provide our clients with the best treatment and care.
Your Personal Information
At the point of booking your initial consultation with Maromika, we will ask for your personal contact information, for example your name, address, email address and telephone number as well as details of the issues you are looking for help with so that we can direct your enquiry and book your appointment with the most appropriate member of our team.
In your initial consultation with one of our clinicians, we will ask you to complete some basic contact information for you. This will include your contact information, date of birth and contact information for your GP and elected Emergency Contact.
These will be stored securely on a password protected database and will only be accessible by your clinician and our admin team. Any paper notes taken during consultations will be help securely in a locked filing cabinet. Again, this is in the context of good clinical practice and enables us to manage any risk which may arise.
This personal information will be held for the duration of your care with Maromika, after which it will be deleted from our database and any paper records will be confidentially destroyed.
Please note, however, that Maromika will need to keep a record of your name and client reference number for seven years after the end of your therapy. This is in line with the Data Protection law and ensures that we can respond effectively to any potential requests regarding your clinical notes and treatment.
At Maromika we are committed to maintaining the trust and confidence of our clients. In particular, we want you to know that we will not attempt to sell, rent or trade email lists with other companies and businesses for marketing purposes. We will never use your personal data for any purposes other than the administration we are providing to you i.e. to arrange, cancel and rearrange appointments and collect payment for sessions.
Your Payment Details
Our admin team will never keep details of your payments or card details in the case of payments being made over the phone. Your information is inputted directly into the card machine and no written record, apart from the merchant copy receipt, will be taken. Payments made via secure BACS transfers will abide by all data protection laws and guidance to ensure that your details remain secure.
If your consultations are paid for or arranged via a third party, (e.g. your employer, a friend, or a family member), other than payment requests, invoices or receipts, Maromika will not share your information. Any other information can only be shared if you give us your written consent to do so.
Everything that you discuss with your clinician remains confidential, between you and your clinician. There are some circumstance in which confidentiality may need to be broken and in such cases, we will always endeavour there is concern about your safety or the safety of someone else, or we are instructed to do so by a Court of Law.
It is good practice for all healthcare professionals to seek regular clinical supervision from a colleague or senior. This is to ensure that he or she is offering you the best service possible. These conversations are bound by confidentiality and you will only be referred to by your first name.
Your Communications With Us
Our Maromika email accounts use the secure GSuite server and are password protected. All Maromika phones, desktops and laptops used to respond to your emails are encrypted, fully protected with anti-virus software and password protected.
Maromika will only use your email address and telephone number to contact you about your appointments, payments, or to communicate information that is relevant or necessary to your treatment.
Your phone number may also be used to issue appointment reminders via text message or to make contact with you to change or amend your appointment or to contact you in a situation where email may not be accessible or appropriate. This is will be discussed with you at the time of your consultation.
Any personal data retained by our service or your therapist is kept in accordance with the GDPR, 2018 and you as the client have the right to request access to your data. You can make this request by emailing our admin team at email@example.com.
At the end of your initial consultation you will be provided with a copy of our consent form stating that you understand and agree to our terms and privacy agreement. By signing this, you give Maromika permission to store, access and use your personal contact details and session notes within the legitimate remit of providing a counselling service to you. In the event that you do not sign or forget to return the form, your continued attendance and involvement with Maromika will be considered consent and the emailing of the form to you, acknowledgement that you read and agree with the statement and terms within it.
You are entitled to withdraw this consent at any time and can do so by emailing our admin team at firstname.lastname@example.org
Breaches of Data Protection
In the event of any breach of our data protection policies, we will notify you and will seek to rectify this immediately.
Should you have any concerns about our data protection practices, you are free to contact us directly via our friendly admin team at email@example.com who will do their best to resolve your concern satisfactorily.