Privacy Policy

 

I take your privacy and confidentiality seriously. This policy explains how I collect, use, store, and protect your personal information in line with UK GDPR, the Data Protection Act 2018, and the ethical requirements of the BACP.

 

1. What Information I collect

To support our work together, I may collect:

•            Your name and contact details

•            Date of birth

•            GP and emergency contact information

•            Brief session notes (factual, non‑judgemental)

•            Information you choose to share in therapy

•            Payment information

•            For under‑18s: parent/carer contact details and relevant safeguarding information

I only collect information that is necessary for providing counselling safely and responsibly. I do not record sessions or store unnecessary data.

 

2. Why I collect your information

I use your information to:

•            Provide counselling safely and ethically

•            Contact you about appointments

•            Keep appropriate records as required by my professional body and insurer

•            Respond appropriately if a safeguarding concern arises

I do not use your information for marketing or share it with third parties for commercial purposes.

 

3. How your information is stored

Your information is stored securely in password‑protected digital files and/or locked physical storage. Only I have access to these records. Session notes are kept brief and stored separately from your personal details.

 

4. How long I keep information

In line with professional and insurance requirements, I keep your records for 7 years after our work ends. After this time, they are securely destroyed.

For clients under 18, records are kept until they reach adulthood plus the retention period (until age 25), after which they are securely destroyed.

 

5. Confidentiality and when information may be shared

Everything you share with me is confidential. I will only share information if:

•            You give clear, written consent

•            I am legally required to do so (e.g., a court order)

•            There is a serious and immediate risk of harm to you or someone else

•            I discuss aspects of our work in supervision to support safe practice (your identity is protected wherever possible)

Wherever possible, I will speak with you before sharing any information.

 

6. Your rights

You have the right to:

•            Access the information I hold about you

•            Request corrections to inaccurate information

•            Ask for your information to be erased (in certain circumstances)

•            Withdraw consent for me to hold certain information

•            Raise concerns with the Information Commissioner’s Office (ICO)

 

7. Communication and Digital Safety

•            Email and text are used only for practical matters such as booking or cancelling  sessions

•            I do not provide counselling via text or social media

•            I do not accept friend requests or follow clients online

For online sessions, I use secure, encrypted platforms wherever possible.

 

8. Website and Online Contact

If you contact me via my website, email, or online forms, your data may be processed by those platforms. While I take reasonable steps to protect electronic communication, I cannot guarantee the security of information sent via email or text.

 

9. Data breaches

If a data breach occurs that risks your rights or privacy, I will:

•            Take immediate steps to reduce harm

•            Inform you as soon as possible

•            Report the breach to the ICO if required

 

10. Questions or concerns

If you have any questions about this policy or how your information is handled, you are welcome to discuss them with me at any time.

You also have the right to contact the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully.

Emily Carlisle

emilycarlislecounselling@outlook.com

07768 732 545