Uses of your Data

'Retention period' refers to the number of academic years that your data will be held after your final contact with our Service.

Table 1.
Data category Source of data Specific purpose Legal basis Retention period
Referral form Student and University systems We collect this information to keep a summary record of information shared by you. Performance of contract 5 years
Case notes Generated by service staff This is a summary record of information shared by students, by session, in order to deliver an ethical counselling service Performance of contract 5 years
Emails Students, staff, third parties Mainly responses to requests for counselling and queries about the Service Performance of contract 6 months or once the query is resolved email(s) deleted
Email counselling Emails generated by students and Service staff Counselling is conducted via email correspondence.  Copies of emails are kept on file and are password protected.  Case notes are also kept as a summary record of information shared by students by session Performance of contract 5 years
Student information Occasionally received from a third party e.g. university staff, parent, friend To record concern expressed about a student pre-contract / Legitimate interest

5 years if student refers for counselling

1 year is student does not approach the Counselling Service

Same day appointments (SDA) Student To keep a summary record of information shared by you. Performance of contract

If students attends session  5 yrs

If student cancels or does not turn up - 1 week

Clinical Outcomes in Routine Evaluation (CORE) Evaluation forms completed by student - voluntary processing To monitor clinical outcomes and contribute to assessment research.  Mean scores are recorded in case notes.   COREims website Consent 5 years
Counsellors' supervision Counselling sessions In line with professional requirements, counsellors may discuss counselling sessions with a supervisor external to the Service.  The identity of the client is not revealed.  The purpose of supervision is to help the counsellor reflect on their work with clients.  BACP Ethical Framework Performance of contract No notes retained
Workshops MyEd events booking We record the matriculation number in our database so that we can monitor usage and inform future programme development Performance of contract Complies with UoE retention schedules
Evaluations Service online evaluation form - voluntary processing Survey to monitor user feedback, inform service development Online surveys Security | Online surveys Consent 1 year
Database Referral form and case notes We record details of students' contact with the Service e.g. date and session status.  We also use BACP (British Association of Counsellors and Psychotherapists) codes to record issues and severity Legitimate interest Complies with UoE retention schedules
Training 3rd party emails (including invoices) To confirm attendance and create a register of attendees.  To record contact information for invoicing individuals or institutions Performance of contract 6 months
Referral to ProblemShared (third party provider)

Registration form and case notes

Summary information from student registration form and case notes generated by Service staff

To keep a summary record of information shared by students at assessment


We share data through a secure platform to enable counsellors from ProblemShared to arrange counselling sessions with students

Performance of contract




5 years after last contact


See Problem Shared Privacy Policy