We regard the privacy of our staff and clients as very important and any personal information which you provide to us will be dealt with in accordance with our data protection policies, and the terms and conditions of counselling. 

Any personal information you provide to us will be treated in accordance to General Data Protection Regulation (GDPR).  

Insula Wellbeing is a member of ICO; the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. Insula Wellbeing adheres to ICO guidelines to protect the data privacy of our service users. 

We will not try to sell you anything and you will not receive unsolicited phone calls or mail from us or any third parties as a result of providing us with your personal information. We are committed to protecting your personal data and we recognise the importance of being clear about how we intend to use it. 


All information is on a ‘need to know’ basis, and if you are a client, we obtain this information to inform our practice, keep you and our staff safe and work according to our safeguarding and confidentiality policies.  

When making a referral to our service, we will collect contact details as well as ask for a brief reason for wanting to refer to our service. We will also ask for GP Details and an emergency contact at this stage before setting up an assessment with a therapist. 

At the assessment process, we will collect and record confidentially the following data; 

Your name and contact information (including home address, email address and phone number)  

Date of birth 

Doctor’s contact details 

General demographic details - gender, age, employment, ethnicity etc 

Next of kin or emergency contact details 

Details of medication currently being taken to help with Mental Health problems 

Relevant history 

Forensic history 

Other professional involvement and if relevant, their contact details 

Records of any correspondence when you contacted us 

Session record logs 

Before collecting your information, we will ask if you agree to us recording and storing your personal information and relay to you the terms and conditions of data protection. If agreed, you will be asked to sign the terms and conditions. if disagreed, the assessor will decide whether or not we have sufficient information for the client to continue under safeguarding guidelines. the assessor may discuss this with their manager or supervisor. 


We will not use your information for any other purpose other than to contact you, collect statistical data for reporting and provide evidence of work. Any notes that are made in accordance to client material and reporting purposes will be anonymised. 

Personal information is kept separate from ongoing client session notes to limit the possibility of identification of client. 

If we would like to use your information for any other purpose other than what is stated above, we will obtain your written consent. 

If a person referring does not become an ongoing client of our service, we will shred their details. 


We make every effort to ensure that your personal information is held securely and to safeguard against unauthorised access to your personal information. Any information collected on our database system is password protected, GDPR regulated and stored securely on the cloud. All technology devices used are encrypted and any written documents are stored in locked filing cabinets within a secure room on the Insula Wellbeing premises, with access for Insula staff members only.  

If you are a client of our service your case file will be archived for 7 years. After this time, all your personal information will be shredded. Your personal details and notes are archived separately to maintain confidentiality as outlined in our confidentiality policy.  


Your personal data provided by you will only be used by Insula Wellbeing Ltd to contact you regarding appointments. The only time Insula Wellbeing Ltd will share your information is if you have completed a Subject to Access report, which can be retrieved by contacting the Insula office.  The Subject Access Report must be completed by you or someone legally acting on your behalf. 


You have the right to know; 

  • any information available as to the source of your personal data 

  • the personal data of which you are the data subject 

  • the purpose for which we are using it 

  • the recipients to whom we have disclosed or may disclose your personal data 

This can be done by making a clear, specific request and providing current identification as outlined below; 

A clear, specific request: 
Insula Wellbeing does not have to start working on a subject access request until you have provided enough information for us to find the personal data and have completed a Subject to Access request form supported by identification. 

Current identification: 
Insula Wellbeing takes great care to ensure that personal data is only disclosed to those who are authorised to access it. For this reason, you will need to provide a form of ID from each of the lists below in order to request your personal information. 

Examples of acceptable name identification; 

  • Current drivers license 

  • Current passport 

  • Birth certificate 

Examples of acceptable proof of address; 

  • Utility bill 

  • Bank statement 

  • Paper part of driving license 

Address ID is necessary in order to ensure that your personal data is being posted to the right place. If you would rather pick up your data by hand, then please let us know.  


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