Privacy Notice
Reviewed: July 2026
I am committed to protecting your privacy and handling your personal information in accordance with UK GDPR and the Data Protection Act 2018. This Privacy Notice explains what personal information I collect, why I collect it, how it is stored, who it may be shared with, and your rights in relation to your data.
Legal basis for processing your personal information
I collect and process your personal information in order to provide counselling safely and effectively. My lawful basis for processing most personal information is the performance of a contract with you. Where I process special category data (such as information about your health), I do so because it is necessary for the provision of health care and in accordance with UK GDPR and the Data Protection Act 2018.
1. The information I collect and how I use it
a. Name: Used to address you. To help protect your confidentiality, client notes are assigned a unique code.
b. Email: Used to confirm appointments and for general administrative communication. Whilst I take reasonable steps to keep email communication secure, email cannot be guaranteed to be completely secure. Please avoid sending highly sensitive personal information by email where possible.
c. Phone number: Used to confirm appointments and for general communication, phone numbers saved on work phones are saved under your assigned code.
d. Address: Used to contact you in writing.
e. GP’s Contact Details: Used to contact your GP if required.
f. Emergency contact number: This may be used in the event that a planned session has been missed and the Counsellor has been unable to contact you by other means. Your emergency contact details will only be used if I have serious concerns about your immediate safety or wellbeing, or if I am unable to contact you directly in circumstances where I believe there may be a significant risk.
g. Clinical Notes: Brief notes are made at the end of each session.
h. Assessment information: This information is taken during the initial session / assessment. The information is used to assess any risk, take note of any client goals and to help the Counsellor assess what support you are looking for.
i. Payment Information: Records of payments received are retained for accounting and tax purposes, in accordance with legal obligations.
2. How your data is stored:
a. Your name, email, phone number, addresses and emergency contact number are all stored on a password-protected, encrypted and antivirus-protected computer systems. All client notes are stored on a password and virus protected computer system.
b. All noteswill be assigned a code so your name will never be attached to any client notes, this is to provide anonymity.
c. In the event of a data breach, I will notify you as soon as possible and inform you of any actions taken to mitigate harm. You will also be provided with guidance on how to protect yourself if necessary.
d. Where counselling takes place online, sessions are conducted using Zoom. Zoom uses encryption and security measures to help protect your privacy; however, no online platform can be guaranteed to be completely secure. I take reasonable steps to ensure that online sessions are conducted in a private and confidential environment.
3. Your Rights
Under UK GDPR, you have a number of rights regarding your personal information. These include the right to:
request access to the personal information I hold about you;
request that inaccurate or incomplete information is corrected;
request that the processing of your personal information is restricted in certain circumstances;
object to the processing of your personal information where applicable; and
make a complaint to the Information Commissioner's Office (ICO) if you believe your data has not been handled appropriately.
If you would like to exercise any of these rights, please contact me using the details at the end of this document. Further information about your rights is available from the Information Commissioner's Office at www.ico.org.uk.
4. Therapeutic Executor
a. As outlined in the Counsellor/Client agreement, I have appointed a Therapeutic Executor, Siobhan Towland who is a registered therapist. In the event of my unexpected incapacity, illness, or death Siobhan Towland would gain access to clients securely stored name and number. Siobhan Towland will only call to provide clients with signposting to other mental health services then will securely destroy your contact details. They are bound by the same professional and confidentiality obligations regarding your information.
5. BACP Compliance and Supervision
a. As a member of the British Association for Counselling and Psychotherapy (BACP), I adhere to their Ethical Framework for the Counselling Professions. This framework ensures that I handle your personal information with the utmost confidentiality and in accordance with ethical and legal standards. All client data is processed with the utmost care, and I engage in regular professional supervision to ensure the highest standard of care. During supervision, any details about your case are anonymized to protect your confidentiality.
6. Website
a. When visiting my website, I use Google Analytics to collect non-personal information, such as site traffic and visitor behaviour patterns, to improve the site and service. Google Analytics does not identify any specific individuals.
7. Retention of Records & Contact Details
a. Your personal information will not normally be shared with third parties unless you have given your consent, disclosure is required by law, or there is a concern about serious risk of harm. Any information discussed in clinical supervision is anonymised.
b. Should you want Helen Thorpe Counselling & Psychotherapy to delete all contact information please get in touch via:
Email:helenthorpecounselling@gmail.com
Phone: 07713 194439
c. Client records are retained for seven years following our final session in line with professional guidance and insurance requirements, after which they are securely destroyed.
Helen Thorpe Counselling & Psychotherapy is registered with the Information Commissioner's Office (ICO). Registration Number: ZB959662