Privacy Notice

Personal Information

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Make A Melody is a member of the Information Commissioner's Office (ICO), the UK's independent authority dedicated to upholding information rights in the public interest. The ICO promotes transparency by public bodies and ensures data privacy for individuals. Make A Melody strictly adheres to ICO guidelines to protect the data privacy of our service users.

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We will never attempt 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 your personal information. We are committed to protecting your personal data and are transparent about how we use it.

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WHAT PERSONAL INFORMATION DO WE COLLECT?

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We collect information on a 'need-to-know' basis to inform our practice, ensure the safety of both clients and staff, and comply with our safeguarding and confidentiality policies.

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When you make a referral for counselling, we collect your contact details and ask for a brief explanation of your reasons for seeking counselling. We also request your GP details or an emergency contact before setting up an assessment with a counsellor.

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During the assessment process, we confidentially collect and record the following data:

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

• Date of birth

• GP contact details or emergency contact details

• Records of any correspondence when you contacted us

• Session record logs

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Before collecting your information, we will ask for your consent to record and store your personal data and explain the terms and conditions of data protection. If you agree, you will be asked to sign the terms and conditions. If you do not agree, the assessor will determine whether there is sufficient information to proceed with counselling, in line with safeguarding guidelines. The assessor may consult with a manager or supervisor if needed.

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OUR GUARANTEE

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We will use your information solely to contact you, collect statistical data for reporting, and provide evidence of our work. Any notes made regarding client material for reporting purposes will be anonymised.

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If we wish to use your information for any other purpose, we will obtain your written consent.

If a referral does not result in ongoing counselling, we will securely destroy your details.

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HOW DO WE PROTECT YOUR PERSONAL INFORMATION?

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We take every precaution to ensure your personal information is stored securely and protected from unauthorised access. Our database system is password-protected, GDPR-compliant, and securely stored in the cloud, managed by SmileNotes Software.

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All technology devices used by our staff are encrypted, and any written documents are stored in locked filing cabinets within a secure room at the Make A Melody premises, which is accessible only to staff members.

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If you become a client of our service, your case file will be archived for seven years. After this period, all personal information will be shredded. To maintain confidentiality, your personal details and session notes are archived separately, as outlined in our confidentiality policy.

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Staff and volunteer personnel files are stored on a password-enabled device. This information will be destroyed one year after service has ended. However, a record of your name and dates of service will be retained in our archives for seven years. Volunteer information will be retained during agreed breaks if there is an intention to return to the same role within the organisation.

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Personal data of unsuccessful candidates who have applied for positions at Make A Melody will be kept for six months after the recruitment process is completed, at which point it will be shredded unless the candidate agrees to be kept on a list of bank staff.

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WILL MY PERSONAL DATA BE SHARED WITH ANOTHER ORGANISATION?

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Your personal data will only be used by Make A Melody to contact you regarding counselling appointments. We will only share your information with a third party if you have made a Subject Access Request authorising us to do so, or where we are required to share information in line with our safeguarding and confidentiality policies (for example, where there is a risk of harm).

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To request a copy of your data, please contact our main office in Lurgan. A Subject Access Request must be made by you, or by someone legally authorised to act on your behalf.

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ACCESS TO YOUR PERSONAL DATA (SUBJECT ACCESS REQUESTS)

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You have the right to know:

• The source of your personal data

• The personal data that we hold about you

• The purpose for which we are using it

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

• How long we intend to keep your data

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You also have the right to request that we correct any inaccurate personal data, request the deletion of your data (where we are not required to retain it for legal or safeguarding reasons), and object to or restrict certain uses of your data. If you have concerns about how your data is handled, you have the right to raise a complaint with the ICO.

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To request this information, you must make a clear, specific request and provide current identification as outlined below:

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1. A Clear, Specific Request: Make A Melody is not obligated to begin working on a Subject Access Request until you have provided sufficient information to locate the personal data and have completed a Subject Access Request form, supported by identification.

2. Current Identification: To ensure that personal data is only disclosed to authorised individuals, you must provide a form of ID from each of the lists below to request your personal information. Examples of acceptable name identification:

   • Current driver's licence

   • Current passport

   • Birth certificate

   Examples of acceptable proof of address:

   • Utility bill

   • Bank statement

   • Paper part of driving licence

   Address ID is necessary to ensure that your personal data is sent to the correct location. If you prefer to pick up your data in person, please let us know.

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We will respond to your Subject Access Request within one calendar month of receiving your request and valid ID.

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For more information or to speak directly with a member of our staff, please contact us here.