Confidentiality, Data Protection and Codes of Practice Guidelines

 Information for Clients
Welcome to the Ganjuu Wellbeing Service. These are our guidelines on confidentiality, record keeping and our professional codes of practice. Please read them carefully and if you have any questions or concerns about them, discuss these with your psychologist or counselor. For your information we follow the generic professional practice guidelines of the British Psychological Society. A link to this document is attached at the end of this information.

 Confidentiality & Communication
The protection of your confidentiality is of crucial importance to the Ganjuu team. All information, including sensitive personal information is kept confidential within the team, which includes the administrators and supervisors.

As a general rule we do not disclose verbal or written information about you to others unless we have your expressed written permission to do so. In very rare cases we may need to break confidentiality. For instance if the health and safety of an individual would otherwise be put at serious risk.

Any decision to break confidentiality will, where possible, be discussed first, unless disclosure exposes the individual or others to serious harm. Exceptions to the rules of confidentiality occur when:

  • We have the consent of the individual (or family, if we are doing work as a family) to disclose personal information.
  • We believe that the individual or a third party is in danger of serious harm.
  • Disclosure is required by law.
  • For children 12 years and under we will share information routinely with parents/guardians unless there is a child protection issue in doing so, in most cases parents or carers will need to be involved in the intervention.
  • For children aged 13-18 years we will negotiate with you and your family or carers, how and what information to feed back, and which are the best ways to involve your family or carers.
  • Often family members will be seen together.  We can offer additional private space, by negotiation, for issues that may require discussion outside of the whole family group.

 Record Keeping
As part of good professional practice, the Ganjuu Wellbeing Service keep secure written records to support their professional work with individuals, families, groups etc. Your information will not be shared with others outside of the Ganjuu Service. Individuals and families have the right to request access to their records but it will be restricted to information about themselves and not third parties.

Basic statistical information is recorded about each contact made and this general information is collated, anonymously, onto our database. The data is used for an annual report.

Case notes are stored in a locked filing cabinet within a locked side room. Files are destroyed five years after discharge.

 Computer Records
The Ganjuu Wellbeing team does not store individual records electronically although letters may be stored electronically on encrypted computers. You should be aware that email is not a secure medium and as such confidentiality of emails cannot be guaranteed.

Concession letters, references or other letters requested by the individual or family regarding your involvement with the team are only provided in consultation with the individual or family.

 Code of Practice
The psychologists within the team are both members of the British Psychological Society and abide by their ethical framework for good practice. The counselor within the team abides by the rules and regulations of the Colorado Department of Regulatory Agencies (DORA). All psychologists and counselors discuss aspects of their work with a supervisor on a regular basis to ensure the best practice in our service to individuals, families and groups.

Further Information

This agreement can be reviewed and changed by negotiation between the team and the individual/ families.


September 2014