Privacy policy

Effective Date: May 2025
Practice Name: The Counselling Sanctuary
Data Controller: Louisa Harris

1. Introduction

This Privacy Policy outlines how The Counselling Sanctuary collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Your privacy is important, and this policy is intended to ensure you understand your rights and how your information is handled.

2. Information Collected

The Counselling Sanctuary may collect and process the following types of personal data:

  • Personal Identification Information: Name, date of birth, and preferred method of contact.

  • Therapy-Related Information: Information you share during sessions, notes and assessments, as well as relevant background or health details you choose to disclose.

  • Administrative Information: Records of appointments, payments, and communications.

  • Website Data: IP addresses and website usage information may be collected through cookies (see Section 7).

3. Purpose and Legal Basis for Processing

Your data is processed for the following purposes:

  • To provide therapeutic services safely and effectively.

  • To manage appointments, administration, and payments.

  • To comply with any legal or regulatory obligations.

The legal bases for processing this data include:

  • Consent: You have given clear permission to process your data.

  • Contractual Necessity: To provide a service agreed upon between us.

  • Legal Obligation: To meet legal and regulatory requirements.

  • Vital Interests: Where it is necessary to protect life or safety.

  • Legitimate Interests: Where processing is necessary and does not override your rights or freedoms.

4. Data Retention

Personal data is securely stored for a period of seven years following the conclusion of therapy, in line with professional and legal obligations. For clients under 18, records are kept until their 25th birthday or seven years after therapy ends—whichever is later.

5. Confidentiality and Data Sharing

Information shared in therapy is confidential and will not be disclosed except under the following circumstances:

  • Risk of Harm: If there is a significant risk of harm to you or others.

  • Legal Duty: If required by law or court order.

  • Safeguarding Concerns: If there is a concern for the welfare of a child or vulnerable adult.

  • Third-Party Funding: If sessions are funded by an insurer or third party, relevant details may be shared with them (with your knowledge).

In each case, only essential information will be disclosed, and you will be informed unless legal obligations prevent this.

6. Data Security

Reasonable steps are taken to ensure your data is secure:

  • Electronic data is stored on encrypted, password-protected systems.

  • Written records are stored securely in locked facilities.

  • Communications are managed using secure, encrypted services.

  • Only Louisa Harris or authorised individuals under her supervision can access your data.

7. Cookies and Website Analytics

The Counselling Sanctuary website may use cookies to improve browsing experience and track anonymised usage patterns. You can manage or disable cookies in your browser settings. No personally identifiable information is stored via cookies.

8. Your Rights

You have the following rights under the UK GDPR:

  • To access the personal data held about you.

  • To request corrections to inaccurate or incomplete information.

  • To request deletion of your data in certain situations.

  • To restrict or object to the processing of your data.

  • To receive your data in a portable format, where applicable.

You can make a request to exercise any of these rights by contacting The Counselling Sanctuary directly. Requests will be handled in accordance with legal and ethical obligations.

9. Complaints

If you have concerns about how your data is handled, you can raise them directly. If your concern is not resolved, you have the right to contact the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113

10. Updates to This Policy

This Privacy Policy may be updated periodically. Changes will be posted on the website with the updated date. Continued use of services following updates constitutes acceptance of the revised policy.

This Privacy Policy was last reviewed in May 2025.