Privacy Policy

Introduction

Your privacy is very important to me, and you can be confident that your personal information will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy, The Data (Use and Access) Act 2025 and Electronic Communications (EC Directive) Regulations 2003. This privacy notice tells you what I will do with your personal information from initial point of contact through to after your therapy has ended, including: 

· Why I am able to process your information and what purpose I am processing it for 

· Whether you have to provide it to me 

· How long I store it for 

· Whether there are other recipients of your personal information 

· Whether I intend to transfer it to another country

Your Data Protection Rights

I am happy to chat through any questions you might have about my data protection policy. You can contact me via [admin@rachel.org] ‘Data controller’ is the term used to describe the person/ organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is me. I am registered with the Information Commissioner’s Office [registration number: ZA747846]. My postal address is: [10 The Old Batch, Bradford on Avon, BA15 1TL] My phone number is: [07464 410772]. My email address is: [admin@racheld.org]

My lawful basis for holding and using your personal information 

The GDPR states that I must have a lawful basis for processing your personal data. There are different lawful bases depending on the stage at which I am processing your data. I have explained these below:

If you have had therapy with me and it has now ended, I will use legitimate interest as my lawful basis for holding and using your personal information. If you are currently having therapy or if you are in contact with me to consider therapy, I will process your personal data where it is necessary for the performance of our contract. The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. The lawful basis for me processing any special categories of personal information is that it is for provision of health treatment (in this case counselling) and necessary for a contract with a health professional (in this case, a contract between me and you). 

How it might look 

How I use your information 

Initial contact

When you contact me with an enquiry about my counselling services, I will collect information to help me satisfy your enquiry. This will include [your name, email, phone number and why you are wanting counselling]. 

Alternatively, your GP or other health professional may send me your details when making a referral or a parent or trusted individual may give me your details when making an enquiry on your behalf. If you decide not to proceed, I will ensure all your personal data is deleted within [1 month]. If you would like me to delete this information sooner, just let me know. 

While you are accessing counselling

Rest assured that everything you discuss with me is confidential. That confidentiality will only be broken if [you are at risk or harm or someone close to you is]. I will always try to speak to you about this first, unless there are safeguarding issues that prevent this.

I will keep a record of your personal details to help the counselling services run smoothly. These details are kept securely [on paper and locked in a filing cabinet] and are not shared with any third party. I will keep brief written notes of each session, these are kept [in a locked filing cabinet] For security reasons I do not retain text messages for more than [1 month]. If there is relevant information contained in a text message I will [add to my notes in the locked cabinet]. Likewise, any email correspondence will be deleted after [1 month] if it is not important. If necessary, I will [add a note to your notes kept in my cabinet] 

After counselling has ended

Once counselling has ended your records will be kept for [7 years] from the end of our contact with each other and are then securely destroyed. If you want me to delete your information sooner than this, please tell me.

Third party recipients of personal data 

Where I have contracted with a supplier to carry out specific tasks, I sometimes share personal data with third parties, for example, BUPA. In such cases I have carefully selected which partners I work with. I take great care to ensure that I have a contract with the third party that states what they are allowed to do with the data I share with them. I ensure that they do not use your information in any way other than the task for which they have been contracted.

Your rights

I try to be as open as I can be in terms of giving people access to their personal information. You have a right to ask me to delete your personal information, to limit how I use your personal information, or to stop processing your personal information. You also have a right to ask for a copy of any information that I hold about you and to object to the use of your personal data in some circumstances. You can read more about your rights at ico.org.uk/your-data-matters. If I do hold information about you I will: 

• give you a description of it and where it came from; 

• tell you why I am holding its, tell you how long I will store your data and how I made this  decision; 

• tell you who it could be disclosed to; 

• let you have a copy of the information in an intelligible form. 

You can also ask me at any time to correct any mistakes there may be in the personal information I hold about you. To make a request for any personal information I may hold about you, please put the request in writing addressing it to [admin@racheld.org].

If you have any complaint about how I handle your personal data, please do not hesitate to get in touch with me by writing or emailing to the contact details given above. I would welcome any suggestions for improving my data protection procedures. 

If you want to make a formal complaint about the way I have processed your personal information you can contact the ICO which is the statutory body that oversees data protection law in the UK. For more information go to ico.org.uk/make-a-complaint.

Data Security

I take the security of the data I hold about you very seriously and as such I take, every effort to make sure it is kept secure. [I have a separate work phone and work e-mail; I keep all documents and notes in a locked filing cabinet].

Additional information for website owners and employers 

Visitors to my website 

When someone visits my website, I use a third-party service, [GoDaddy] to collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow [GoDaddy] 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 GoDaddy analytics and cookies so that I can continually improve my service to you, You, can read [GoDaddy] privacy notice here. I use [GoDaddy] as the content management system for my website - find out about [GoDaddy] and data protection. Like most websites we use cookies to help the site work more efficiently - find out about our use of cookies here. No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me