Privacy Notice

Data protection responsibilities

Personal information is handled in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data protection legislation.

Personal information will only be used to provide the services you have agreed to receive and to meet professional, ethical, legal and safeguarding responsibilities.

Information collected

The following personal information may be collected and stored:

• Name, address, telephone number and email address
• Date of birth
• Parent or carer details, where relevant
• GP and other relevant healthcare professional details
• Emergency contact details
• Information disclosed during assessments and counselling sessions
• Brief clinical notes relating to the counselling work
• Administrative information relating to appointments, payments and correspondence

Why information is collected

Personal information may be collected and processed in order to:

• Provide counselling services
• Maintain appropriate clinical records
• Manage appointments and communications
• Meet professional, ethical and safeguarding responsibilities
• Comply with legal and regulatory requirements

Lawful basis for processing

Under UK GDPR, personal information is processed on the basis of legitimate interests in providing safe and effective counselling services and fulfilling professional obligations.

Information relating to physical or mental health is considered special category data. This information is processed for the provision of counselling and mental health support and in accordance with applicable UK data protection legislation.

Confidentiality and information sharing

Information shared during counselling sessions is treated as confidential. It will not normally be shared with third parties without your knowledge and consent.

Confidentiality may need to be breached where:

• There are safeguarding concerns relating to a child or vulnerable person
• There is a serious risk of harm to you or another person
• Disclosure is required by law, court order or another legal obligation
• Disclosure is necessary to prevent or detect serious crime

Clinical supervision

As part of professional practice, aspects of counselling work may be discussed within confidential clinical supervision.

Identifying details will be minimised wherever possible. Clinical supervisors are also bound by professional confidentiality requirements.

Storage and security

Personal information is stored securely using appropriate technical and organisational measures designed to protect confidentiality and prevent unauthorised access, loss, misuse or disclosure.

Where third-party service providers are used, such as secure email, video conferencing, payment processing or practice management systems, providers are selected carefully and are required to handle personal information securely and in accordance with data protection requirements.

Retention of records

Personal information and counselling records are normally retained for seven years following the end of counselling and are then securely destroyed.

Records may be retained for longer where required by law, safeguarding considerations, insurance requirements or professional obligations.

Your data protection rights

Under UK GDPR, you may have the right to:

• Request access to the personal information held about you
• Request correction of inaccurate or incomplete information
• Request restriction of processing in certain circumstances
• Object to processing in certain circumstances
• Lodge a complaint with the Information Commissioner’s Office

Some rights may be limited where records are required for legal, safeguarding, insurance or professional purposes.

Children and young people

Where the client is under 18, parents or carers may be asked to provide certain information and consent where appropriate.

The young person’s right to privacy and confidentiality will be respected while balancing legal, ethical and safeguarding responsibilities.