Privacy Notice

 (last updated May 2026)

 

As someone who handles your data, it is important to let you know that I comply with current 

legislation; this includes the General Data Protection Regulation EU/2016/679 (the GDPR), the 

Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) 

Regulations 2003.  I hope that this will help you to trust that I hold your data securely and am 

committed to your privacy.  I am registered with ICO (registration number ZA213136 ) and comply with their guidelines on collecting, storing and destroying your data. 

 

Collecting Your Data 

As a psychotherapist, there is a requirement that I record some personal information about you.  When you first contact me, I will take some basic information in order to follow through the enquiry.  If you decide to proceed, I will require some further information.  This includes (but is not limited to) your name, address, phone number, email address, emergency contact name and phone number, your GP surgery details and anything else you feel is pertinent to our work together, e.g. medical information.  This data is collected on my Client Intake Form in order that I can contact you, or for use in case of an emergency, or in case I need to supply it for any legal reasons (see below).  I will ask you for this information before or at our initial session but please update me if anything changes.  Occasionally, other people may share information with me (such as your GP), but this would only be with your permission. Similarly, I shall not share any information about you without speaking to you first.

 

Storing Your Data 

Your client Information above is stored using secure practice management software.   I may keep brief, factual notes of our sessions separate from your client information.  These are anonymised and stored using the same software. Adult client information details and session notes will be retained for 5 years after of completing counselling.  Children’s information and notes will be retained until the age of 25, as this is what is required by the law. After this time period they will be safely destroyed.  If you are an adult and want your notes destroyed before that period, please discuss this with me.   As part of my commitment to improving my work I may request to make recordings of our sessions.  Any recording would be subject to the confidential collection and storage conditions described above.  I will only record sessions with your prior consent.  Likewise I may ask to take photos of sand trays or drawings done in the sessions; and may ask to use some anonymised case material for training or research. Again,  like the recordings, any creative client work would be subject to the confidential collection and storage described about.

Some of your details such as your name and email address may be used for invoicing and may appear on my bank statements. 

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Contact Between Us 

I use an encrypted email service in order to securely communicate.  If we communicate via phone for texts or calls, I will need to store your data, and the phone will record a summary of these texts or calls.  My phone is password protected and content will be for arrangements and information purposes only and not include any sensitive information about our work together. 

 

Sharing Your Data 

The therapy room is a safe and confidential space. However, there are some exceptions to confidentiality.  For ethical reasons, if you tell me that you, or someone else, is at serious risk of harm, I may need to break confidentiality.  I would try to involve you in this process; but it could lead to me sharing information with, for example, your GP.  If I become aware of drug offences, money laundering, terrorism or safeguarding concerns around children or vulnerable adults, I am legally obliged to report it, and this may involve sharing your information. 

Occasionally, counsellors are legally required to supply information if they are given a court order to do so.  In this case, I would supply the minimum amount of information within those legal requirements. 

 

Supervision 

All counsellors have supervision in order to support their clients, maintain professional and ethical standards, and to continue their professional development.  Any discussion or sharing of client notes with my supervisor would be anonymised to protect your privacy. 

 

Website 

When someone visits my website, I use a third-party service, Wix.com, to collect standard internet log information and details of non-identifiable visitor behaviour patterns for market research purposes.  I do not make, and do not allow, Wix.com to make any attempt to find out the identities of those visiting my website. I use legitimate interests as my lawful basis for holding and using your personal information in this way when you visit my website.  

I use Google Analytics so that I can continually improve my service.  You can read Google’s privacy notice here https://policies.google.com/privacy?hl=en-GB.  I use Wix.com as the content management system for my website - find out about their data protection here: https://www.wix.com/about/privacy.   

I use cookies to help the site work more efficiently - find out about my use of cookies: 

https://support.wix.com/en/article/cookies-and-your-wix-site.

No user-specific data is collected by me or any third party.  If you complete a form on my website, that data will be temporarily stored on the web host before being sent to me. 

 

Know Your Rights 

Under data protection law, you have many rights regarding your personal data: 

• to access a copy and explanation of your personal data 

• to request correction or erasure, in certain circumstances 

• to request limiting or ceasing data processing, where applicable 

• to compensate for substantial damage/distress caused by data processing, where 

applicable. 

You can read more about your rights at ico.org.uk/your-data-matters. 

Please do ask me if you have any questions or concerns about any of the above information. 

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