Legal Information
Terms, Conditions and Privacy Notice
1. Supervision will take place monthly unless otherwise agreed, on a one-to-one or group basis. The duration will be between 60 and 90 minutes each, depending on caseload to be discussed.
2. Supervision should be undertaken in private and without cancellation or interruption except in an emergency as agreed in the contract.
3. The meeting venue will be arranged by the supervisee, within a school/work environment. Online sessions can be arranged via Google Meet.
4. Current Fees – £60 per hour including travel costs, within 30 miles of base address. In schools and settings where there is one supervisee, the minimum charge is for one and a half hours. The hourly rate for individual online sessions is £55. Group fees and bespoke options – fees vary.
5. Additional fees for excess travel time and mileage will be chargeable at the current UK mileage allowance rate set by HMRC for standard mileage reimbursement.
6. The supervisee will prepare beforehand one to four issues for discussion and will bring some clarity about his/her requirement of the supervision outcome.
7. Sessions are confidential, with the exception of:
- Disclosure of a safeguarding concern, that is not being adequately addressed in accordance with the school’s published safeguarding policy and procedure
- Any contravention of professional standards or school code of conduct
- Any disclosure of acts of terrorism, planned or known (required by UK law
- When the Supervisor is discussing in her own supervision
8. Please ask me about anything you’d like clarified about my practice or our work together. It is important to let me know if there is anything about our work that you are unhappy with. We will periodically review our work together as it is helpful for us to know what helps and what might hinder the process of your supervision.
9. You hold the responsibility to be open to challenges, reflect on my suggestions and our discussions.
10. You are responsible for your continuous learning and the development of your practice. I will expect you to be honest when discussing your work with me.
11. My responsibility is to be supportive and challenging. I will treat your work with respect, and I will provide a safe space for you to discuss your work.
12. I keep brief notes on our supervision, which I am willing to share via email to the address you provide. Feedback is invited to ensure the notes are an accurate record of the discussion. They are not minutes. Their purpose is to act as an aide-memoire for review during future supervision sessions.
13. Notes are password protected and you are responsible for storing securely for future reference. The supervisee can change the password at any time going to File – Info – Protect
14. Notes will be kept for seven years after the end of supervision. After seven years I destroy all the data and notes I have about you and your work
15. Supervision dates and times are negotiated between Supervisor and Supervisee(s).
16. Supervision may be delayed or cancelled if an emergency requires the immediate response of the supervisee or supervisor, or because of illness. If the supervision is cancelled, rescheduling will be a priority.
17. Sessions that you miss, or cancel are chargeable, unless I receive at least 48 hours (2 working days) notice to cancel.
18. The Supervisee is responsible and accountable for any decision s/he makes as a result of supervision.
19. The ending of a supervisory relationship needs to be managed carefully. In the event of an ending that is planned, a notice period needs to be given. Should either party wish to terminate, notice will be given of at least 2 clear sessions.
20. This agreement and fees will be reviewed annually.
Privacy Notice
In order to provide you with the best service possible I need to hold your contact details and records of your supervision sessions. I usually only request your workplace contact details. In some rare situations, I will need to hold personal contact details.
This privacy notice tells you what I will do with your personal information from initial point of contact through to after supervision has ended.
Your privacy is very important to me and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me.
I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
My lawful basis for holding and using your personal information
The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data.
If you have had supervision with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having supervision or if you are in contact with me to consider supervision, I will process your personal data where it is necessary for the performance of our Supervision Agreement.
The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of supervision sessions and necessary for a contract with a professional (in this case, an agreement between your setting, me and you).
How I use your information
I will never use your personal data for any purposes other than the administration of the supervision service that I am providing to you i.e. to arrange, cancel and rearrange appointments. I will only retain your personal information for as long as is necessary. This is in line with guidance from the Information Commissioner’s Office.
Initial contact:
- When you or your setting manager contact me to book your first appointment I will collect some brief information to help me to process your enquiry.
- Alternatively, an organisation such as your employer may send me your details when making a referral or a when making an enquiry on your behalf.
- If an enquiry is made and you decide not to proceed I will ensure that all of your personal data is deleted within one month. If you would like me to delete this information sooner please let me know.
While you are accessing supervision:
Your email address or phone number will be used to provide you with written confirmation of your appointment times if you have given consent for this. Your email address and telephone number will only be used to contact you regarding appointment times unless we have agreed that I will also use your email address to email you information that is relevant to your supervision sessions. Rest assured that what is said in our sessions will be kept confidential. As a qualifed teacher, I abide by Teaching Standards and your setting Code of Conduct.
Confidentiality will only be broken if there are legal or ethical obligations to disclose, for example, if you disclose abuse/neglect of a child or vulnerable adult, or say something else that implies serious harm to yourself or others, or if a court of law requires me to disclose information. In the event that confidentiality must be broken I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.
Supervisors are required to have regular supervision support so I may discuss our work with my supervisor. This would be done without identifying you and my supervisor is a counsellor who also abides by the BACP’s code of ethics regarding confidentiality.
I keep brief notes of our supervision sessions for the purpose of assisting our work together. The notes help me to keep track of the issues that we are working on and they are for my use only. The notes are shared with you electronically and are password protected.
After supervision has ended:
There are reasons why supervisors are required to keep records after supervision has ended. For example, in the case of financial transactions personal information must be retained for as long as legally required in respect of tax or accounting purposes.
Retaining your session notes ensures that I can continue to offer you an efficient service if you make contact after supervision has ended.
Your session notes continue to be stored securely electronically or in a locked filing cabinet that only I have access to for seven years after supervision has ended.
This time frame adheres with current industry guidelines. Seven years after supervision has ended your supervision notes will be confidentially destroyed.
If I hold any personal details these will be confidentially destroyed on ending your supervision sessions. Please note that I need to keep a record of your name and your client reference number for seven years after supervision ends.
Third party recipients of personal data
I share a limited amount of personal data with third parties in order to provide supervision services to you and to fulfil legal obligations in respect of tax and accounting purposes.
For example, my accountant is permitted access to my invoices and if you contact me to book an appointment I will give your name to reception at the location where your appointment is due to take place in order to book your appointment at that location.
Where I have contracted with a supplier to carry out tasks I have carefully selected which organisations I work with. I state that they do not use your information in any way other than the task for which they have been contracted.
I will never pass on your contact details to any third party organisations for the purposes of sales, marketing or research.
If your appointments are paid for or arranged via a third party, for example, your employer the only information shared with the third party is your dates of attendance and non-attendance for invoicing and payment purposes.
Details about what is discussed in your appointments will remain confidential and can only be shared if you give me your written consent to do so.
Data security
I take the security of the data that I hold about you very seriously.
My email account is password protected and mobile phones and laptops used to respond to your emails are password protected and have anti-virus software.
Any email correspondence will be deleted within one month if it is not necessary to keep it. If it is necessary to retain the information I will print the email and store it securely in a locked filing cabinet that only I have access to.
Website visitors
By accessing the website, you are consenting to the information collection and use practices described in this privacy notice.
Should you choose to contact me using the contact form on the website none of the data that you supply will be stored by the website or passed to any third party data processors. Instead the data will be collated into an email and sent to me over the Simple Mail Transfer Protocol (SMTP). SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted before being sent across the internet. The email content is then decrypted by local computers and devices.
The website uses cookies and Google Analytics. Almost all websites use cookies which are small files that get put on your computer by websites as you surf them. These cookies can store lots of information which can have privacy implications. Google Analytics is a service provided by Google that gathers anonymous data on how people are using websites and then provides visitor statistics, details of page views etc. This service is used by many website owners as the data helps website owners to improve their websites.
Some page elements are embedded from trusted third parties in order to provide you with Interactive Maps. This makes the website more helpful to you as a site visitor however most of these come with their own cookies. This applies to Google Maps. I do not control these cookies so I cannot guarantee what they do. In many cases the cookies are used to generate identical information to Google Analytics and indeed use Google Analytics, so opting-out of Google Analytics will also opt you out of these cookies too. You can opt out of Google analytics and other Google services here – http://tools.google.com/dlpage/gaoptout and https://www.google.com/dashboard/.
Your rights
Under GDPR, 2018 guidelines you have the following rights: The right to request access to the personal information that I store and process about you. You can ask for corrections to be made to the information held or for your personal information to be deleted. You can also ask me to restrict the processing of your personal information or to object to the processing of it altogether in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters. If you would like to make a request relating to any of the rights above, please send a request in writing by emailing [email protected]. Please be aware that in certain situations supervisors may be unable to comply with the above requests. For example, if compelled to retain the records by a court of law. Please also be aware that there may be a charge for complying with a request if it is deemed to be excessive in nature.
Queries
‘Data controller’ is the term used to describe the person or organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is Jo Di-Pede.
If you have any questions about this privacy policy or the way in which I handle your personal information you can contact me via phone on 07762 679252 or email at [email protected].
Complaints
If you have a complaint about how I handle your personal data please do not hesitate to get in touch by email at [email protected]. If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint.
Changes to privacy notice
This privacy notice may be updated from time to time, so please check occasionally for any updates.