I respect your privacy and treat the information you share with me carefully and confidentially.
Who I am
I am Michael Dodden, trading as ADHD RoadMap, providing counselling and coaching in Norwich and online across the UK. I am responsible for the personal information used within my practice.
Email: michael@adhdroadmap.co.uk
ICO registration number: ZC133300
Information I collect and why
I collect information needed to respond to enquiries, arrange appointments, provide counselling and coaching, maintain appropriate case notes and administer payments.
This may include your name, contact details, appointment and payment information, and relevant information you share during our work. Some session information, including information about your health, is classed as sensitive personal information.
You do not need to provide a detailed personal history when making an initial enquiry.
Legal grounds
I handle personal information under the UK GDPR and Data Protection Act 2018.
Confidentiality
Information shared during counselling is confidential, subject to the limits explained in our working agreement.
Relevant information may need to be disclosed where there is a serious risk of harm, a safeguarding concern, or a legal requirement. Where safe and appropriate, I will discuss this with you first.
Client work may be discussed confidentially in professional supervision, keeping identifying information to a minimum. My practice follows the NCPS Code of Ethical Practice.
Online sessions and transcripts
Online sessions normally take place through Zoom Business. I do not make audio or video recordings of sessions.
With your written permission, transcription and automated notes may be used to support recall and preparation of case notes. You can decline or withdraw permission without affecting your access to counselling. Automated material can contain errors and does not replace my professional judgement.
Relevant information is added to your case notes. Transcripts are manually deleted within 60 days of the session.
I also use ChatGPT Plus to assist with notes, interventions and homework, with model training switched off. This processing takes place separately from Zoom.
Service providers
The practice uses providers for website hosting, email, appointment booking and online sessions. These providers process information relevant to the services they supply.
Introductory calls can be booked through Calendly. Its privacy information is available on its website.
Keeping your information
I take reasonable steps to protect your information against unauthorised access, loss or disclosure.
Counselling case notes are normally retained for seven years after our work ends, then securely deleted or destroyed. Particular information may need to be kept longer for a legal, safeguarding, regulatory or insurance reason.
The separate 60-day retention period applies to transcripts. Other information is retained according to its purpose and applicable requirements.
Website cookies
Please see the website’s Cookie Policy for information about cookies. You can review your choices through “Manage consent”.
Your rights
Depending on the circumstances, you can ask to access, correct or delete your personal information, restrict or object to its use, or receive certain information in a portable format.
Where processing relies on consent, you can withdraw that consent. Rights are subject to legal conditions and exceptions.
To make a request, email michael@adhdroadmap.co.uk. Requests are normally answered within one month, subject to any lawful extension.
Questions and complaints
Please contact me if you have questions or concerns about your information.
You can also raise a concern with the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.
