Confidentiality and Data Consent

On this page you will find information about:

  1. Details of the Wellbeing Services Confidentiality Statement
  2. Details of Data Consent requested

1. Details of the Wellbeing Services Confidentiality Statement

Notes may be made during or after your appointment. These notes are stored securely. You have the right to access these notes should you wish.

All Wellbeing staff regularly discuss their work with a Supervisor, an experienced practitioner who supports them and monitors their work. Work is discussed anonymously and your identity is protected. There may be exceptional occasions when information will be shared within the Wellbeing Service regarding clients who are giving cause for concern and who may be supported by both a Counsellor and a Mental Health Adviser.

Everything discussed during your consultation will remain confidential to the Service except in the most extreme circumstances.

The circumstances when confidentiality will need to be extended are:

  • When you are at risk of serious harm.
  • When your behaviour is affecting adversely the legal rights of other people.
  • When disclosure is required by law.

Usually in such circumstances Wellbeing Service staff would discuss the situation with you before breaching confidence. If this were not possible, you would be told what information has been disclosed.

2. Details of Data Consent Requested

When you meet with a member of the Mental Health Service for the first time, the confidentiality code will be explained to you and you will be asked to sign a Data Consent form. In signing this consent form you are agreeing to the service:

  • Storing information (paper and electronically).
  • Sharing information.

Storing Information

A paper file will include information such as medical documentation, consultant, CPN, Social Worker or GP reports and other documents relating to your individual requirements. Correspondence with your funding body may also be included if you are applying for Disabled Student Allowance.

The MWA will keep notes either typed or hand-written, as a record of your contact with the service. These notes are stored securely.

Electronically, a database is kept with your personal details and support requirements. In addition, it may include electronic versions of medical documentation and file notes from meetings with MWS & DDS staff. All electronic information is stored on a password protected secure server within the University and used for the purpose of sending you letters, tracking progress with your support and anonymous statistical analysis.

You have a right to view the information, paper copy or electronically, held about you. If you want to access this at any time please put your request to a Mental Health Adviser.

Sharing of Information

You are given a choice about what information is to be shared with whom. For example, you may prefer only certain aspects of your requirements to be shared with academic staff but you would like full details to be given to staff in accommodation services or the Health Centre. A list of identified groups of people is included in the Data Protection Consent form but it is not exhaustive and you may like to add others which reflect your circumstance. Through discussion with a Mental Health Adviser you will be able to come to an agreement on what you feel comfortable with.

Alternatively, you may want to give your consent for all information about your requirements to be given to all appropriate University staff. Again, you can discuss this with an adviser and come to an agreement.

Please note: If you do not want any information shared within the University or wider, the support which can be provided may be restricted and subsequently have an effect on your academic achievement. However, your request will be respected within the application of the confidentiality policy and you will be advised of the implications.

Agreeing to share information with your faculty will enable the DDS to provide information on the type of support that you may have received or been offered through the DDS. Your faculty may request this information when considering a mitigating circumstances application you make.

Please share any concerns or queries you may have about confidentiality and data protection with any member of staff within the Disability & Dyslexia Service or Student Services.