Privacy Policy

Privacy Policy: Helen G Counselling

Data Controller

• Name: HelenG Counselling

• ICO Registration Number: TBC

• Contact Email: helengcounselling@outlook.com

1. Introduction

Your privacy is important, and your personal information will be kept safe, secure, and used only for the purpose it was given. I adhere to current data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information I Collect

From your initial contact through to the end of therapy, I may collect and hold:

• Personal details: Name, address, date of birth, phone number, and email address.

• Emergency contact details: Name and phone number of a next-of-kin or designated emergency contact.

• GP details: Name, practice address, and phone number.

• Special category health data: Information regarding your physical/mental health, medical history, medication, and brief session/clinical notes.

3. Lawful Basis for Processing Data

Under UK GDPR, I must have a lawful basis for storing and processing your information:

• Contract: Processing your contact and scheduling details is necessary to provide your counselling sessions.

• Legitimate Interests: Keeping anonymised or basic clinical records to run a safe private practice and meet professional standards.

• Legal Obligation: Retaining specific financial/tax records as required by UK law.

• Special Category Data: Processed under the basis of the provision of health or social care (under the UK GDPR and Data Protection Act 2018).

4. Confidentiality and Limits to Confidentiality

What you say in counselling is confidential. However, confidentiality must be broken in limited circumstances to ensure safety:

• Imminent risk of serious harm to yourself or others.

• Safeguarding concerns involving children or vulnerable adults.

• Legal obligations, such as terrorism, drug trafficking, or a court order.

• Discussions with my clinical supervisor (in which your identity remains anonymised).

(If possible or necessary, I will attempt to discuss sharing this information with you first).

5. How Your Data Is Stored and Protected

• Paper records / Session notes: Stored in a locked, secure filing cabinet.

• Digital records: Stored on password-protected, encrypted devices or secure practice software.

• Data destruction / Executor: In the event of my unexpected death or incapacitation, a designated clinical executor has access to your contact details solely to notify you and arrange ethical destruction of your records.

6. How Long Data Is Retained

• Client records and session notes are typically retained for 6 years post-therapy to comply with insurance, legal, and professional requirements, after which they are securely shredded or deleted. For clients that started therapy prior to their 18th birthday records will typically be retained for 6 years post their 18th birthday.

• If you fill in a form on this website, that information will be briefly stored on Google forms before being processed by me and deleted.

• Enquiry records are typically held for 3 months before being deleted if you have decided not to proceed into counselling.

7. Your Rights Under UK GDPR

You have the right to:

• Request access to the personal data I hold about you (a Subject Access Request).

• Ask for inaccurate or incomplete data to be corrected.

• Request deletion of your data (subject to legal, insurance, or safeguarding retention rules).

• Complain to the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.

8. External Links
This website contains links to third-party sites. We are not responsible for the privacy practices, content, or cookie policies of those external websites.

9. Hosting & Cookies
This website is built on Google Sites and hosted by Google. Google automatically deploys essential cookies and system logs (like IP addresses) to ensure site security, stability, and core functionality.

We also embed a Google Form to collect contact inquiries. Google uses functional cookies to securely load and process your form submissions. The data you submit is stored securely in our Google account and is used solely to respond to your request.

You can block these cookies via your browser settings, though doing so may prevent the form from working. For more details, view the Google Privacy Policy.