Privacy Policy

I take your privacy seriously and am committed to protecting your personal information from your initial enquiry, throughout our work together, and after therapy has ended. This notice explains how I collect, use, store, and share personal data in line with UK data protection law.

Data Protection and Professional Standards
I comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003. I am registered with the Information Commissioner’s Office (ICO Registration Reference ZB338144) and act as both data controller and data processor.

As a member of the British Association for Counselling and Psychotherapy (BACP), I follow its Code of Ethics, including standards on confidentiality and privacy.

Third Parties and Confidentiality
I work as an independent sole trader and manage my practice personally. I do not obtain information about you from third parties without your knowledge and consent, and I do not share your information unless:

You explicitly ask me to do so to support your care, or
I am legally required to do so
I attend regular clinical supervision as required by BACP. No personally identifying client information is disclosed, and supervisors are bound by confidentiality.

Consent is not required only where there is:
A safeguarding or child protection concern
A court order
A serious and imminent risk to life

Lawful Basis for Processing Data
I process personal data only where it is necessary and proportionate to provide safe ethical and effective counselling and somatic therapy, or where required by law.
Enquiries and ongoing work: processing is necessary to fulfil a contract
After therapy ends: limited data is retained under legitimate interest
Special category data: processed for the provision of health treatment
I do not use client information for marketing, newsletters, research, or social media.

How I Obtain Information
I may obtain information from:
Details you provide when contacting me
Emails, phone calls, texts, or voice messages
Therapy sessions (in person or online)
Health insurers, employers, or healthcare professionals (with your consent)
If we work together, I will also gather information needed to understand your needs, aims, and context. I do not obtain information about you from third parties without your knowledge and consent.

Initial Contact and Free Consultation
When you first contact me, I collect limited information (such as your name and contact details) to respond to your enquiry and manage appointments. In our initial conversation, you choose how much to share.
If I do not have capacity to respond, your details are not retained. If you decide not to proceed with therapy, your data is deleted within one month, or sooner if requested.

Information I Collect
I may collect and store:
Basic contact details
GP and emergency contact details (where appropriate)
Appointment and administrative information
Brief therapy notes
Information you choose to share during sessions
If therapy is insurance-funded or arranged by a third party, I may also collect required identification or authorisation details.
Some information may be classed as sensitive or special category data, including physical or mental health, substance use, criminal matters, relationships, sexuality, family, work, religion, or culture.

How I Use Your Information
Your information is used only to:
Provide appropriate, safe, and responsive care
Make informed clinical decisions
Communicate practically and collaboratively
Maintain essential clinical, safeguarding, or risk-related records
Written notes are kept to a minimum and only when clinically, ethically, or legally necessary.

Communication and Sessions
Email is used to confirm appointments and practical arrangements
Online sessions take place via GDPR-compliant platforms, eg. Zoom
In-person sessions take place in private, sound-tested therapy rooms
I do not record sessions. If you choose to record a session, responsibility for that recording rests with you.

Information From and Shared With Third Parties
With your consent, I may receive or share limited information with insurers, employers, or healthcare professionals where this supports your care or is required for administration or invoicing. You will see any correspondence before it is sent.
Contact with your GP is uncommon and only occurs with your agreement, or where necessary to meet my duty of care.
I do not respond to enquiries from family members or others without your explicit consent.

Records and Transparency
Records may include emails, forms, reports, correspondence, and essential safeguarding or risk documentation. Where information is shared with third parties, you are invited to review and correct it beforehand where possible.

Data Security
I take appropriate measures to protect your data:
Paper records are kept to a minimum and stored in a locked filing cabinet
Electronic data is stored on password-protected devices and secure email systems
Client data is not stored on external drives or mobile phones (other than coded contact details)
Access to my laptop is restricted to me. If I become incapacitated or die, a colleague named as the professional executor of my clinical will may access contact details solely to notify clients.
While reasonable precautions are taken, internet-based communication cannot be completely secure. By agreeing to this policy, you acknowledge that information shared online is done at your own risk.
Where possible, clients are encouraged to:
Use an email address that does not include their full name
Use only their first name on documents
Password-protect documents sent electronically

Data Retention
Records are retained for seven years after our work ends, in line with professional and legal requirements, and are then securely destroyed. Limited identifying information may be retained during this period to allow records to be located if required.

Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request restriction or deletion in certain circumstances
Share information generated in our work with others
Lodge a complaint with the Information Commissioner’s Office (ICO)

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Requests should be made in writing by email. In some cases, records must be retained by law.

Website Use
By using this website, you consent to the data practices described in this notice. This website does not use cookies.

Contact
If you have questions about this Privacy Notice or how your data is handled, you can contact me at:
contact@rmaiseyconselling.co.uk

Updates
This Privacy Notice may be updated from time to time. Please check this page periodically for any changes.