Privacy Notice

Last updated: 22 June 2026  ·  Version PPv2rev01

Download this notice as a PDF

This web page is the definitive, most up-to-date version of my privacy notice. The PDF is provided for your convenience and matches the content below (version PPv2rev01).

I am registered with the Information Commissioner's Office (ICO) for the purposes of data protection and I am committed to protecting your personal information.

What This Notice Covers

This privacy notice explains how I collect, use, and store your personal data when you visit my website or contact me about counselling services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR), as amended by the Data (Use and Access) Act 2025.

What Information I Collect

When you use this website or contact me directly, I may collect the following personal data:

  • Name and contact details (email address, phone number)
  • Information you provide via email, contact forms, or during introductory calls
  • Technical data such as your IP address (via basic website analytics)

If you become a client, I may collect additional sensitive data (special category data) as part of your counselling process. This includes personal history, mental health details, and session notes.

Lawful Basis for Processing

I collect and process your data under the following lawful bases:

  • Legitimate interest – to respond to your enquiries and manage the counselling process
  • Contract – to provide counselling services to you
  • Consent – where you explicitly agree to me storing and using your data
  • Vital interests / Legal obligation – in rare cases involving safeguarding or legal reporting requirements
  • Special category data is processed under Article 9(2)(h) of the UK GDPR (health and social care)

How I Use Your Data

Your personal information is used only to:

  • Respond to your enquiries
  • Arrange appointments
  • Deliver counselling services
  • Keep brief, confidential records as part of safe practice
  • Fulfil legal or ethical obligations (e.g. safeguarding)

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

How Your Data Is Stored

  • Paper records are securely stored in a locked filing cabinet.
  • Digital records are stored on encrypted, password-protected devices.
  • Emails and messages are stored securely and only accessed by me.

Only I can access your stored data. Your information is never sold or shared for marketing purposes.

How Long I Keep Your Data

I retain client records for up to 7 years after the end of therapy, in line with professional guidelines and insurance requirements. After this, your data will be securely destroyed.

Cookies and Analytics

This website may use basic analytics to understand how the site is used (for example, which pages are visited). This can involve limited technical data such as your IP address, which may count as personal data. Any non-essential cookies or analytics are only used with your consent, and you can decline them without affecting your ability to use the site or contact me. These tools are used only to improve the website and are never used for advertising or sold to third parties.

Your Rights

Under UK GDPR, you have the right to:

  • Access your data
  • Correct any inaccuracies
  • Object to or restrict processing
  • Request erasure of your data, where applicable
  • Data portability, where applicable
  • Complain about how your data has been handled (see below)

To exercise any of these rights, contact me at busymindstherapy@gmail.com. I will respond to requests without undue delay and, in any case, within one month. In some circumstances I may need to ask you for clarification, which can pause this timeframe until I receive the information needed.

How to Raise a Data Protection Complaint

If you are concerned that I have not handled your personal data in line with data protection law, you have the right to complain directly to me. Please contact me at busymindstherapy@gmail.com with the details of your concern.

When you raise a complaint about how your data has been handled, I will:

  • Acknowledge your complaint within 30 days of receiving it;
  • Take appropriate steps to look into the matter without undue delay; and
  • Keep you informed of the progress and outcome of your complaint.

You also retain the right to complain to the Information Commissioner's Office (ICO) at any time, although I would encourage you to raise your concern with me first so that I have the opportunity to put things right. You can contact the ICO at www.ico.org.uk.

Clinical Executor

In the event of my death or sudden incapacity, a clinical executor (a qualified counselling professional) may access your contact information to notify you and assist with the ethical closure of our work. They are also bound by GDPR and confidentiality standards.

Questions or Concerns

If you have any questions about this notice or how your data is used, please contact me directly at busymindstherapy@gmail.com.