Privacy Policy

Your privacy is important to me.

This Privacy Notice explains how I collect, use, store, and protect your personal information when you contact me for counselling or psychotherapy services.

I am committed to handling your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Please read this notice carefully and contact me if you have any questions.

Data Controller

The data controller is:

Jane Ainslie
11 Howard Road

Wokingham

Berkshire

RG40 2BX

Telephone: 07525 213800
Email: psychotherapycm@gmail.com

ICO Registration Number:

What Information I Collect

Depending on the nature of our contact, I may collect:

Name

Address

Telephone number

Email address

Date of birth

Emergency contact details

GP details

Information relevant to your counselling and wellbeing

Session notes

Correspondence between us

Some of this information may constitute Special Category Data under UK GDPR because it relates to health and well-being.

My Lawful Basis for Processing Personal Data

Initial Enquiries

When you contact me to enquire about counselling services, I process your personal information on the basis of:

Article 6(1)(f) UK GDPR – Legitimate Interests

This allows me to respond to your enquiry and determine whether I can provide appropriate services.

During Therapy

When you become a client, I process your personal information on the basis of:

Article 6(1)(b) UK GDPR – Contract

Processing is necessary to provide counselling services and fulfil our agreement.

Special Category Data

Information relating to your health and wellbeing is processed under:

Article 9(2)(h) UK GDPR

Processing is necessary for the provision of health or social care or treatment.

How I Use Your Information

I use your information to:

Respond to enquiries

Arrange and manage appointments

Provide counselling services

Maintain clinical records

Ensure continuity and quality of care

Meet professional, legal and regulatory obligations

Manage safeguarding concerns where necessary

I do not sell or share your personal information for marketing purposes.

Confidentiality

Everything discussed during counselling is treated confidentially.

However, confidentiality may be broken where:

There is a serious risk of harm to yourself or another person;

There are safeguarding concerns involving a child or vulnerable adult;

Disclosure is required by law;

A court orders disclosure of information.

Where possible, I will discuss any necessary disclosure with you beforehand.

Clinical Supervision

As part of ethical and professional practice, I receive regular clinical supervision.

In supervision, aspects of my work may be discussed. Wherever possible, identifying details are removed or minimised. Supervisors are themselves bound by professional and confidentiality obligations.

Session Notes

I keep brief clinical notes relating to sessions.

These notes are stored securely and are used solely to support the therapeutic process and maintain professional standards.

Where possible, notes are written in a way that minimises direct identification.

Communication by Email, Telephone and Text Message

If you contact me by email, telephone or text message, I will use your details to communicate with you regarding appointments and therapy services.

Routine text messages and administrative emails may be deleted after a reasonable period unless they form part of your clinical record.

Important information may be retained within your client record where necessary.

Please be aware that email communication cannot be guaranteed to be completely secure.

How Long I Keep Your Information

Enquiries That Do Not Proceed

If you make an enquiry but do not proceed with therapy, your information will normally be deleted within 12 months unless there is a legitimate reason to retain it for longer.

Client Records

Following the end of therapy, records will normally be retained for 7 years from the date of our final session.

After this period records will be securely deleted or destroyed.

Retention periods may be extended where required by law, insurance requirements, professional guidance, or ongoing legal proceedings.

Who I Share Information With

I do not routinely share your personal information.

However, information may be shared where necessary with:

Clinical supervisors

Legal or regulatory authorities where required by law

Safeguarding agencies where there is a risk of harm

Professional advisers, insurers or legal representatives where necessary

I may also use carefully selected service providers to support my practice, such as:

Website hosting providers

Email providers

Cloud storage providers

IT support services

Where third-party providers process personal data on my behalf, appropriate contracts and safeguards are in place.

International Transfers

I aim to store and process personal information within the United Kingdom.

If any service provider transfers data outside the UK, I will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

Automated Decision-Making

I do not use automated decision-making or profiling.

Data Security

I take the security of your information seriously.

Measures include:

Password-protected devices

Device encryption

Secure electronic storage

Antivirus and security software

Restricted access to records

Regular software updates

I do not keep unnecessary paper records.

Your Rights

Under UK GDPR you have the right to:

Access your personal information

Request correction of inaccurate information

Request erasure of your information in certain circumstances

Restrict processing in certain circumstances

Object to processing based on legitimate interests

Request transfer of your information where applicable

Withdraw consent where consent is relied upon

Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact me using the details provided above.

Requests may be made verbally or in writing.

Complaints

If you have concerns about how I handle your personal information, please contact me first so that I can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office:

www.ico.org.uk

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website Privacy and Cookies

Website Analytics

My website may collect standard internet log information and anonymous visitor statistics to help me understand how the website is used and improve its performance.

This information does not normally identify individual visitors.

Where analytics cookies are used, they will only be activated where required consent has been provided.

Cookies

Cookies are small text files stored on your device.

My website may use:

Strictly Necessary Cookies

Required for the operation and security of the website.

Analytics Cookies

Used to help understand how visitors use the website and improve services.

Preference Cookies

Used to remember settings and preferences.

Marketing Cookies

Used only where applicable and only with your consent.

Managing Cookies

You can accept, reject, or manage non-essential cookies through the website's cookie banner and preference settings.

You may also control cookies through your browser settings.

Please note that disabling certain cookies may affect website functionality.

Changes to This Privacy Notice

I may update this Privacy Notice from time to time to reflect legal, regulatory, or operational changes.

The most recent version will always be available on my website.

Last Updated: August 2026