Privacy Notice
The uncomplicated version
Your privacy matters to me. I will keep your personal information safe, use it only when I have a legitimate reason to do so, and handle it in line with UK data protection law.
This includes the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).
This notice explains what personal information I collect, why I use it, how I keep it safe, and what happens to it when our work together ends.
If you have any questions about your information or how I handle it, please contact me at info@uncomplicated-counsellor.com.
Data controller: Vicki Brown, The Uncomplicated Counsellor.
I am registered with the Information Commissioner's Office (ICO). You can find out more at ico.org.uk.
What information do I collect?
When you contact me about counselling, I may collect:
your name
your email address
your phone number
a brief outline of why you are looking for counselling
information you choose to share with me during counselling.
I may also receive your details from a GP or other health professional making a referral, or from a parent or trusted person contacting me on your behalf.
I only collect information that I need to respond to your enquiry and provide counselling appropriately.
Why am I allowed to use your information?
Data protection law requires me to have a lawful basis for using your personal information.
If you are considering counselling or are currently working with me, I use your information where it is necessary to provide the counselling service we have agreed to.
If our counselling has ended, I may need to keep your information because of my legitimate interests and for professional, legal and insurance purposes.
Some information you share with me may be classed as special category data, such as information about your mental or physical health. I handle this information carefully and only process it where there is a lawful basis to do so, including with your consent and where necessary to protect my legal position.
What happens to your information?
If you contact me but don't go ahead with counselling
If you decide not to proceed, I will delete your personal information within one month.
If you would like me to delete it sooner, just ask.
While we are working together
What you discuss with me is confidential.
There are, however, some circumstances where I may need to share information. This could include situations where I believe there is a serious risk of harm to you or someone else, or where information relates to serious criminal activity.
Where possible, I will talk to you before sharing information. However, if I believe immediate action is needed to protect you or someone else, I may need to act without telling you first.
I also have regular supervision with a qualified supervisor, as part of working safely, ethically and professionally. When discussing my work in supervision, I will normally use your first name only and avoid sharing information that identifies you unnecessarily.
How I keep your information safe
I keep a paper record of your basic personal details to help manage our counselling sessions. These records are kept in a locked filing cabinet in a secure location.
I also keep brief counselling notes. These are anonymised where possible and stored securely on my password-protected laptop.
For security reasons, I do not routinely keep text messages or email correspondence. Information that is not needed will be deleted after one month.
If an email or text contains information that I need to retain, I will store the relevant information securely with my counselling records.
How long do I keep your information?
After counselling ends, I keep your counselling records for five years from the end of our contact.
This is to meet my professional, legal and insurance requirements.
After five years, records are securely destroyed.
My website
My website is hosted by Squarespace.
Like most websites, Squarespace collects some standard information about visits to the website. This may include your IP address, browser and device information, and the pages you visit.
This information helps keep the website secure and working properly and helps me understand how people use it. I rely on legitimate interests for this processing.
I use Squarespace's built-in analytics to see things such as which pages are visited most often and how people find my website. This information is aggregated and is not intended to identify you personally.
Cookies
My website uses cookies that are necessary for it to work properly.
With your consent, additional analytics cookies may be used to help me understand how visitors use the website and improve it.
You can manage your cookie choices using the cookie banner when you visit the website.
You can read Squarespace's Privacy Policy for more information about how Squarespace handles data.
Contact form
If you use the contact form on my website, the information you provide is securely sent through Squarespace before being sent to me by email.
I will use this information to respond to your enquiry and, where appropriate, arrange an initial consultation.
Your rights
You have rights over the personal information I hold about you.
Depending on the circumstances, you can:
ask what personal information I hold about you
ask for a copy of your information
ask me to correct information that is inaccurate
ask me to delete your information
ask me to restrict how I use your information
object to certain types of processing.
There are some circumstances where I may need to keep or use information even if you ask me to delete it — for example, where I have a legal or professional obligation to retain it.
If you ask me for information, I will explain what I hold, where it came from, why I hold it, how long I expect to keep it and who it may be shared with.
You can find out more about your data protection rights at the ICO's Your Data Matters page.
Want to know what I hold about you?
Just email me at info@uncomplicated-counsellor.com with your request.
If you have a concern
If you have any questions or concerns about how I handle your personal information, please contact me first at info@uncomplicated-counsellor.com.
I will always be happy to discuss how I use and protect your information.
If you are unhappy with how I have handled your personal information and want to make a formal complaint, you can contact the Information Commissioner's Office (ICO).
The Uncomplicated Counsellor
Privacy matters. It doesn't need to be complicated.
