This information is provided in addition to that given in the Staffordshire University Student Privacy Statement.
Information relating to any support you receive from the Student Wellbeing team will usually remain confidential to the Student Wellbeing team. However, other University staff within Student Support and Wellbeing Services may be aware of when you have had appointments with us or if you have had recent contact with us, in order to best coordinate support for you. In addition, University IT staff have access to electronic systems and records used within the Student Wellbeing team in order to maintain and update them. Whilst ‘test and trace’ procedures are in place during the Covid-19 pandemic, we would also need to provide your contact details to the relevant NHS/Government service if required (if you have been to see us in person).
Usually, only the Counsellors and Mental Wellbeing Advisors will access any notes created in relation to your appointments or other interactions with us; and for the duration of a 2-year Office for Students (OFS) Project, the Project Officer. (The OFS Project Officer is a Mental Health Professional who is working to improve referral pathways between University mental wellbeing services and NHS mental health services.) The Counsellors and Mental Wellbeing Advisors also receive supervision from Supervisors external to the University, in line with guidelines from the British Association for Counselling and Psychotherapy (BACP) and the University Mental Health Advisors Network (UMHAN). This supervisory relationship is usually confidential.
However, there may be circumstances where we may feel it necessary or be bound by law to break confidentiality, with or without your consent or knowledge, and liaise with and/or provide information to appropriate University staff and/or persons or organisations external to the University. Such circumstances are rare and usually relate to a serious concern for your own or someone else’s wellbeing and might include (but are not limited to):
• Concern that you may attempt suicide or seriously harm yourself • Concern that serious harm may come to someone else (including Safeguarding and terrorism) • If a Court of Law/the Police require information
Where possible and appropriate, we would usually attempt to discuss any such circumstances with you prior to taking any action.
Any information you provide to us, or that we wish to record in relation to providing support to you, will be stored electronically and processed in line with Data Protection Law. We need to store and process this information in order to provide a service to you. The Counsellor/Mental Wellbeing Advisor will make brief notes about any appointments or other interactions that you have with our team. We may also include information provided to us by other people which relates to us providing a service to you. Any information that we store in relation to any support that you receive from us will be kept for 6 years from the date of your last appointment here, unless there are any ongoing matters relating to the information that mean we need to retain it for longer. After this time period, all information will be deleted in line with the University's Data Classification, Handling and Disposal Policy (which can be viewed on the University’s web pages). We also use the information to compile anonymous statistics about the use of the service, which are shared within and outside of the University.
You will usually have the right to see the information that we hold about you. For further details, please see the University’s web pages, which include information on how to make a Subject Access Request.
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