Privacy Policy

Times of Refreshing Ministries (TRM)
Last updated: 06 Nov 2025

Introduction

Times of Refreshing Ministries (TRM) is committed to protecting your privacy and handling your personal information in a safe, transparent and lawful manner. This Privacy Policy explains how we collect, use, store, and protect personal data in the course of providing counselling, pastoral care, and related support services.

TRM complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the guidance of professional bodies such as the British Association for Counselling and Psychotherapy (BACP) and the Association of Christian Counsellors (ACC).

Data Controller (the term used to describe the person/organisation that has responsibility for people’s personal data):

Times of Refreshing Ministries (TRM)
Contact details

Address: 35 Church Street, MAGHERAFELT, County Londonderry, BT45 6AP, GB

Telephone: 07814357809

Email: info@trmbelfast.org

If you have any questions about this policy or how your information is used, please contact our Data Protection Lead at info@trmbelfast.org.

We are registered with the Information Commissioner’s Office (ICO) – the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

We adhere to ICO guidelines to protect the data privacy of our service users.

What Personal Data We Collect

TRM collects and processes the following types of information, depending on your relationship with us (client, staff, volunteer, sub-contractor, referrer, course participant, financial donor, or website user):

  • Name, address, telephone number, and email address
  • Date of birth
  • Emergency contact and next of kin details
  • GP details
  • Referral and service use history
  • Health information (including medical conditions and medication, where relevant to counselling or safeguarding)
  • Counselling and session notes
  • Staff and volunteer records (employment, supervision, training, criminal offence data)
  • Financial donor (Tax-payer information for Gift Aid purposes), Donation history)
  • Information submitted through website or referral forms

We only collect data that is necessary for us to provide safe, ethical, and effective services.

This privacy notice aims to tell you what we will do with your personal information from initial point of contact through to the conclusion of counselling, including:

-How and why, we use your information

-How we store and protect your data

-Who has access to your data

-How long we keep your data

-Your data protection rights

-How to complain

How We Use Your Information

Your personal data is used to:

  • Assess your needs and provide appropriate counselling or pastoral care
  • Maintain accurate and up-to-date records of your engagement with TRM
  • Monitor service outcomes and quality assurance
  • Manage risk and safeguarding concerns
  • Communicate with you regarding appointments and support
  • Fulfil legal and regulatory requirements (e.g. reporting, audits, or supervision)

We process most data under the lawful bases of:

  • Consent (Article 6(1)(a) & Article 9(2)(a) UK GDPR)
  • Legitimate interests (Article 6(1)(f))
  • Provision of health care (Article 9(2)(h))
  • Legal obligation where required (e.g., safeguarding, court orders)

How We Store and Protect Your Data

TRM takes data security seriously.

  • Paper records are stored in locked cabinets within secure premises.
  • Digital records are stored in encrypted systems with access restricted to authorised personnel.
  • All staff and counsellors receive training in confidentiality and data protection.

We will notify you promptly in the unlikely event of a data breach involving your personal information.

Who Has Access to Your Data

Access to personal information is limited to:

  • Counsellors and clinical managers, for therapeutic purposes
  • Administrative staff, for appointment and record management
  • Supervisors, where anonymised information is shared for professional supervision or quality assurance

We will not share your personal information with third parties unless:

  • You have given explicit consent, or
  • We are legally required to do so (for example, in cases of serious harm or safeguarding concerns)

How Long We Keep Your Data

In line with BACP and ACC guidance, TRM retains client records for seven years after the date of your last contact.
After this time, records are securely destroyed or permanently deleted.

Employee and volunteer records may be retained for longer where required by employment or charity law.

Your Data Rights

Under the UK GDPR, you have the right to:

  • Access a copy of the personal information we hold about you
  • Request correction of inaccurate or incomplete information
  • Request deletion of your data (where legally permissible)
  • Withdraw consent at any time

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can lodge a complaint with the Information Commissioner’s Office (ICO):

ICO Contact:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Website: www.ico.org.uk

Updates to This Policy

We review our Privacy Policy regularly to ensure compliance with current legislation and best practice. Updates will be published on our website and made available to all clients and staff.

Last reviewed: 06 Nov 2025