Lincolnshire Counselling Association CIC – Website Privacy Notice

1. Introduction Lincolnshire Counselling Association CIC ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains how we collect, use, store, and share your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Caldicott Guardian Principles governing confidentiality and health/social care information.

2. Data Controller & Contact Details Lincolnshire Counselling Association CIC is the Data Controller responsible for your personal data.

Organisation: Lincolnshire Counselling Association CIC
Email: info@lcaconnect.org.uk
Address: 41 Moor Lane, North Hykeham, Lincoln, LN6 9AE
Caldicott Guardian / Data Protection Officer: Neil Martin (Contact via info@lcaconnect.org.uk)

3. Caldicott Guardian Principles As an organisation operating within health, counselling, and community support, we handle confidential individual information in strict accordance with the eight Caldicott Principles:

Justify the purpose(s) for using confidential information.
Use personal confidential data only when absolutely necessary.
Use the minimum necessary personal confidential data.
Access to personal confidential data is strictly on a need-to-know basis.
Everyone with access to personal confidential data understands their responsibilities.
Comply with the law regarding data protection and confidentiality.
The duty to share information for individual care is as important as the duty to protect patient/client confidentiality.
Inform patients, clients, and service users about how their confidential information is used.

4. What Personal Information We Collect We may collect and process the following categories of data:

Identity & Contact Data: Name, email address, telephone number, and postal address (e.g., via contact forms, website enquiries, or membership applications).
Technical & Usage Data: IP address, browser type, and interaction data collected automatically when visiting our website via essential cookies.
Special Category Data (Clinical / Health Data): If you engage our counselling or referral services, we may collect sensitive information regarding your health, mental well-being, and personal background. This information is classified as Special Category Data under UK GDPR.

5. Lawful Basis for Processing Data Under UK GDPR, we rely on the following lawful bases:

Consent (Article 6(1)(a)): When you submit an enquiry, opt into communications, or agree to website cookies.
Contractual Obligation (Article 6(1)(b)): To deliver agreed membership services, training, or counselling provision.
Legal Obligation (Article 6(1)(c)): Where processing is required to satisfy statutory or professional duties.

Processing Special Category (Health) Data:

Explicit Consent (Article 9(2)(a)): Provided directly by you prior to receiving care, counselling, or support.
Provision of Health or Social Care (Article 9(2)(h)): For the management and delivery of mental health support, subject to strict professional secrecy and Caldicott Guardian oversight.

6. How We Use Your Information We use your information strictly to:

Respond to website enquiries and manage membership applications.
Facilitate safe, confidential counselling and support services.
Maintain professional client records in line with clinical and legal standards.
Ensure safeguarding protocols are met where there is a risk of serious harm.

7. Confidentiality & Information Sharing We do not sell, rent, or trade your personal data. Information is kept strictly confidential and accessed only on a need-to-know basis.

We will only share your information outside the organisation under the following limited circumstances:

Your Explicit Consent: You request or agree that we share relevant information with a specified third party (e.g., your GP or another health professional).
Safeguarding / Vital Interests: Where required by law or professional ethical frameworks to protect you or another individual from serious harm, self-harm, or abuse.
Legal Requirement: In response to a court order or statutory requirement.

8. Data Security & Storage We implement robust administrative, technical, and physical security measures to protect your data against unauthorised access, loss, misuse, or alteration. All electronic clinical and personal data is encrypted and stored securely within UK/EEA-compliant systems.

9. Data Retention We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

General Website Enquiries: Retained for up to 12 months following resolution.
Membership Records: Retained for the duration of membership plus 6 years for financial/tax auditing.
Clinical / Counselling Records: Retained securely in accordance with health and care record guidelines (typically 7 years following the end of therapy, or until age 25 for young persons).

10. Your Data Protection Rights Under UK GDPR, you have the following rights:

Right of Access: Request a copy of the personal data we hold about you (Subject Access Request).
Right to Rectification: Request correction of inaccurate or incomplete data.
Right to Erasure ("Right to be Forgotten"): Request deletion of your data where no overriding legal or clinical duty requires retention.
Right to Restrict or Object: Limit or object to how we process your information.
Right to Withdraw Consent: Withdraw consent at any time where processing relies on consent.

To exercise any of these rights, please contact Neil Martin via info@lcaconnect.org.uk.

11. Cookies Our website uses essential cookies necessary for site functionality and security. You can adjust your browser settings to refuse non-essential cookies at any time.

12. How to make a complaint If you have concerns about how we handle your personal data, please contact us first at info@lcaconnect.org.uk so we can resolve the issue. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Helpline: 0303 123 1113

Lincolnshire Counselling Association CIC – Website Privacy Notice

2. Data Controller & Contact Details Lincolnshire Counselling Association CIC is the Data Controller responsible for your personal data.

Organisation: Lincolnshire Counselling Association CIC

Email: info@lcaconnect.org.uk

Address: 41 Moor Lane, North Hykeham, Lincoln, LN6 9AE

Caldicott Guardian / Data Protection Officer: Neil Martin (Contact via info@lcaconnect.org.uk)

3. Caldicott Guardian Principles As an organisation operating within health, counselling, and community support, we handle confidential individual information in strict accordance with the eight Caldicott Principles:

Justify the purpose(s) for using confidential information.

Use personal confidential data only when absolutely necessary.

Use the minimum necessary personal confidential data.

Access to personal confidential data is strictly on a need-to-know basis.

Everyone with access to personal confidential data understands their responsibilities.

Comply with the law regarding data protection and confidentiality.

The duty to share information for individual care is as important as the duty to protect patient/client confidentiality.

Inform patients, clients, and service users about how their confidential information is used.

4. What Personal Information We Collect We may collect and process the following categories of data:

Identity & Contact Data: Name, email address, telephone number, and postal address (e.g., via contact forms, website enquiries, or membership applications).

Technical & Usage Data: IP address, browser type, and interaction data collected automatically when visiting our website via essential cookies.

Special Category Data (Clinical / Health Data): If you engage our counselling or referral services, we may collect sensitive information regarding your health, mental well-being, and personal background. This information is classified as Special Category Data under UK GDPR.

5. Lawful Basis for Processing Data Under UK GDPR, we rely on the following lawful bases:

Consent (Article 6(1)(a)): When you submit an enquiry, opt into communications, or agree to website cookies.

Contractual Obligation (Article 6(1)(b)): To deliver agreed membership services, training, or counselling provision.

Legal Obligation (Article 6(1)(c)): Where processing is required to satisfy statutory or professional duties.

Processing Special Category (Health) Data:

Explicit Consent (Article 9(2)(a)): Provided directly by you prior to receiving care, counselling, or support.

Provision of Health or Social Care (Article 9(2)(h)): For the management and delivery of mental health support, subject to strict professional secrecy and Caldicott Guardian oversight.

6. How We Use Your Information We use your information strictly to:

Respond to website enquiries and manage membership applications.

Facilitate safe, confidential counselling and support services.

Maintain professional client records in line with clinical and legal standards.

Ensure safeguarding protocols are met where there is a risk of serious harm.

7. Confidentiality & Information Sharing We do not sell, rent, or trade your personal data. Information is kept strictly confidential and accessed only on a need-to-know basis.

We will only share your information outside the organisation under the following limited circumstances:

Your Explicit Consent: You request or agree that we share relevant information with a specified third party (e.g., your GP or another health professional).

Safeguarding / Vital Interests: Where required by law or professional ethical frameworks to protect you or another individual from serious harm, self-harm, or abuse.

Legal Requirement: In response to a court order or statutory requirement.

8. Data Security & Storage We implement robust administrative, technical, and physical security measures to protect your data against unauthorised access, loss, misuse, or alteration. All electronic clinical and personal data is encrypted and stored securely within UK/EEA-compliant systems.

9. Data Retention We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

General Website Enquiries: Retained for up to 12 months following resolution.

Membership Records: Retained for the duration of membership plus 6 years for financial/tax auditing.

Clinical / Counselling Records: Retained securely in accordance with health and care record guidelines (typically 7 years following the end of therapy, or until age 25 for young persons).

10. Your Data Protection Rights Under UK GDPR, you have the following rights:

Right of Access: Request a copy of the personal data we hold about you (Subject Access Request).

Right to Rectification: Request correction of inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten"): Request deletion of your data where no overriding legal or clinical duty requires retention.

Right to Restrict or Object: Limit or object to how we process your information.

Right to Withdraw Consent: Withdraw consent at any time where processing relies on consent.

To exercise any of these rights, please contact Neil Martin via info@lcaconnect.org.uk.

11. Cookies Our website uses essential cookies necessary for site functionality and security. You can adjust your browser settings to refuse non-essential cookies at any time.

12. How to make a complaint If you have concerns about how we handle your personal data, please contact us first at info@lcaconnect.org.uk so we can resolve the issue. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Helpline: 0303 123 1113