Data Protection Policy

Purpose and Scope

This policy provides a framework for ensuring Vanquish Therapies meets its obligations under the UK General Data Protection Regulation and Data Protection Act 2018. It applies to the consumption of personal information being in the possession of Vanquish Therapies.

Vanquish Therapies complies with data protection legislation guided by the six data protection principles. In summary, they require that personal information is:

  • Used fairly, lawfully and in a transparent manner.
  • Used only for limited, specified stated purposes and not used or disclosed in any way incompatible with those purposes.
  • Adequate, relevant, and limited to what is necessary.
  • Accurate and, where necessary, up to date.
  • Not kept for longer than necessary.
  • Kept safe and secure.

Collecting Your Data

When you access the Vanquish Therapies website and provide your data, that data is collected and processed based on having your consent. You have the right to withdraw your consent at any time and your information will be deleted.

When you start Counselling or Coaching, you enter a contract to receive our services. Data is then collected and processed on the basis of the Contract.

How We Obtain Your Data

The data Vanquish Therapies processes is obtained directly from yourself. If a third party/alternative service referred you, they might have given us some information about you. The information would typically include your name, contact details and your relationship to the referrer. However, we have no control over the information they supply.

The Data We Keep and How It’s Used

Vanquish Therapies keeps the following information:

  • Name and age; helps to identify you.
  • Email address, phone number; helps to contact you.
  • Emergency safety contact details: in case of an emergency for example, during an online session and consultation, if you become ill and collapse, the Counsellor or Coach can see you but is unable to aid assistance. Therefore, Vanquish Therapies will need to contact your agreed emergency person in a potentially life-threatening situation.
  • Session notes: Our Practitioners and Trainee Counsellors on placement keep brief, anonymised, factual notes as a record of your work together.
  • Referral information: Vanquish Therapies will keep third-party records for invoice purposes.
  • Payment details: this is required for scheduling, invoicing, and accounting purposes.
  • Cookies: cookies are used on Vanquish Therapies website to make parts of the website run.

Sharing Your Data

Vanquish Therapies will never sell your data or use it in any way not agreed.

Client contact details will be used within Vanquish Therapies to organise appointment times.

The only time Vanquish Therapies will disclose information is:

  • If the client has disclosed information relating to money laundering, terrorist activities.
  • If you or someone disclosed is at risk of being harmed.
  • In a court case or by coroner request.
  • If the client gives consent/instruction to share information via writing.

How Your Information Is Stored

Vanquish Therapies stores all electronic client information on an encrypted, password protected computer system, and paper-based documents in a locked filling cabinet.

Practitioners and Trainee Counsellors on Placement

The records of our Qualified Practitioners and Trainee Counsellors on Placement are protected under the Data Protection Act 2018 and Vanquish Therapies Confidentiality Policy. Your information will only be used for the sole purpose to carry out the services outlined under your employment and placement agreements, ensuring a professional and confidential handling of your data. In case of emergencies, and/or in compliance with the relevant laws, your information may be disclosed to emergency services and the authorities.

Duration of Keeping Your Information and Disposal

Clients/Service users:
In line with our insurance requirements Vanquish Therapies keeps all client information for seven years. After the seven years, all electronic and document-based information is destroyed/shredded in a secure confidential way.

For any clients or service users who have expressed an interest in our services and completed the relevant forms, however, have not actively engaged with Vanquish Therapies, your information will be retained on file for 30 days as a grace period, after which it is securely deleted. If you confirm your decision to disengage from our services within this period, your information will be deleted immediately.

Practitioners/Trainee Counsellors:
For Qualified Practitioners and Trainee Counsellors on placement who have worked with or are actively working with Vanquish Therapies clients, your data will be retained on file for the same duration as the client’s information, seven years. This is in line with our record keeping policy to ensure compliance with legal and professional standards.

In cases where you have not yet commenced working with any Vanquish Therapies clients and decide to terminate your employment or placement agreement, all of your data will be securely and permanently deleted within 15 working days.

For any Qualified Practitioners who have expressed an interest in working with Vanquish Therapies, or Trainee Counsellors seeking a placement with us, and have completed the relevant forms, however, have not actively engaged with us, your information will be retained on file for 30 days as a grace period, after which it is securely deleted. If we receive confirmation of the withdrawal of your application during this time, your information will be deleted immediately.