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Privacy Policy

Last Updated: August 2026
 

At The Quiet Meadows Counselling, I am committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how I collect, use, store, and protect your personal information when you use my counselling services.
 

Information I Collect

I may collect and process the following information:

Personal Information

  • Name

  • Date of birth

  • Address

  • Email address

  • Telephone number

  • Emergency contact information
     

Sensitive Personal Information

As part of providing counselling services, I may collect special category data including:

  • Mental health information

  • Physical health information where relevant

  • Personal circumstances and history

  • Information disclosed during counselling sessions
     

Administrative Information

  • Appointment records

  • Correspondence by email, text, or telephone

  • Payment records and invoices
     

Purpose of Processing

I collect and process your information to:

  • Provide counselling services

  • Arrange and manage appointments

  • Maintain counselling records

  • Meet professional, ethical, and legal obligations

  • Respond to enquiries

  • Process payments
     

Legal Basis for Processing

Under UK GDPR, I rely on the following lawful bases:

  • Contract: To provide counselling services requested by you.

  • Legitimate Interests: For the administration and operation of my practice.

  • Legal Obligation: Where required by law.

  • Special Category Data: Provision of health and counselling services and with your explicit consent where appropriate.
     

Confidentiality

Counselling sessions are confidential.

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 or court order.

  • Information is discussed within professional supervision. In supervision, identifying details are kept to a minimum wherever possible.
    Where practical, I will seek to discuss any disclosure with you first.
     

Storage and Security

Your personal information is stored securely using appropriate technical and organisational measures, including:

  • Password-protected systems

  • Secure electronic storage

  • Locked storage for any paper records

  • Restricted access to client information
     

Retention of Records

Counselling records are normally retained for seven years after the end of therapy, in line with professional guidance and insurance requirements.

After this period, records will be securely destroyed.
 

Sharing Information

Your personal data will not be sold or shared with third parties except:

  • Where required by law

  • For safeguarding purposes

  • With professional supervisors (anonymised where possible)

  • With your consent
     

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure of data where applicable

  • Restrict processing

  • Object to processing

  • Withdraw consent where consent is used as the legal basis

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

Complaints

If you have concerns about how your personal data is handled, you can contact:
 

Information Commissioner's Office (ICO)
https://www.ico.org.uk
 

Changes to This Privacy Policy

This policy may be updated from time to time. Any changes will be made available upon request or via my website.
 

Consent Statement

By engaging in counselling services, you acknowledge that you have read and understood this Privacy Policy and how your information will be processed.

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