Privacy Policy

DATA CONTROLLER:
I am Constance Croot, a UKCP Registered Psychotherapeutic Counsellor and EMDR Therapist in training, operating as Constance Counselling. I am the data controller responsible for your personal information.

ICO registration number: ZB790720
You can contact me at: constancecounsellor@gmail.com.

If you have any questions about this Privacy Policy or how your personal data is handled, please contact me using the details above.

WHAT INFORMATION I COLLECT:
Depending on your interaction with Constance Counselling, I may collect:

Website Enquiries:
Name
Email address
Telephone number (if provided)
Information you choose to include in your enquiry

Counselling & Therapy Services:
Contact details
Emergency contact details
Relevant health and wellbeing information
Session notes and records
Appointment history
Payment information and transaction records

Website Usage Data:
When you visit this website, certain information may be collected automatically, including:
IP address
Browser type and version
Device information
Pages visited
Date and time of access
Website usage statistics collected through cookies and analytics tools

​LAWFUL BASIS FOR PROCESSING:
Under UK GDPR, I process personal data using one or more of the following lawful bases:

Contract
Processing is necessary to take steps before entering into a counselling agreement and to provide counselling services.

Legitimate Interests
Processing is necessary to respond to enquiries, manage appointments, maintain records, and operate my practice effectively.

Legal Obligation
Processing may be necessary to comply with legal, regulatory, safeguarding, taxation, insurance, or professional obligations.

Consent

Where consent is relied upon, it will be obtained clearly and may be withdrawn at any time.

​
SPECIAL CATEGORY DATA:
As a counselling and therapy practitioner, I may process information relating to your physical or mental health. This information is classified as Special Category Data under UK GDPR.

Where applicable, this data is processed under:
 

• Article 9(2)(h) UK GDPR – provision of health or social care; and/or

• ​Article 9(2)(a) UK GDPR – explicit consent.

Such information is only collected and used where necessary for the safe and effective provision of counselling services.

HOW YOUR INFORMATION IS USED:
Your information may be used to:

Respond to enquiries
Arrange consultations and appointments
Provide counselling and therapy services
Maintain clinical records
Meet professional, ethical, insurance and legal requirements
Manage payments and accounting obligations
Protect clients or others where safeguarding concerns arise
Improve website functionality and user experience

I will only use your information for purposes that are compatible with those described in this policy.

CONFIDENTIALITY AND INFORMATION SHARING
Information shared within counselling sessions is treated confidentially.

However, information may be disclosed where:

Required by law
There is a serious risk of harm to you or another person
Safeguarding concerns arise
Disclosure is required by a court order
Professional or regulatory obligations require disclosure

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

Clinical supervision forms part of ethical counselling practice. Information discussed in supervision is anonymised wherever possible.

THIRD-PARTY SERVICE PROVIDERS
To operate my practice, I may use trusted third-party providers who process personal data on my behalf.

These may include:

Wix (website hosting)
Email service providers
Payment processing providers
Secure record storage systems
Video conferencing platforms used for online counselling
Accountancy and bookkeeping services

These providers are required to process personal information securely and only for authorised purposes.

INTERNATIONAL TRANSFER
Some service providers may store or process personal data outside the United Kingdom.

Where personal data is transferred internationally, appropriate safeguards are used, including:

UK adequacy regulations;
The UK International Data Transfer Agreement (IDTA);
Standard contractual clauses; or
Other lawful transfer mechanisms recognised under UK data protection law.

DATA RETENTION
Personal data is retained only for as long as necessary.

Typical retention periods are:

Record Type and Retention Period
Initial enquiries not becoming clients: 6 months
Client counselling records: 7 years after counselling ends
Financial records: 6 years plus current tax year
Website analytics data: According to the relevant provider's settings

Information will be securely deleted or destroyed when no longer required.

COOKIES AND WEBSITE ANALYTICS
This website uses cookies and similar technologies to ensure the website functions properly and to understand how visitors use the site.

Cookies may be:
Essential Cookies
Required for website functionality and security.
Analytics Cookies
Used to collect anonymous information about website traffic and usage patterns.

Where required by law, non-essential cookies will only be used after you have provided consent through the website cookie banner.

You may withdraw or change your cookie preferences at any time through your browser settings or cookie management tools provided on the website.

YOUR RIGHTS
Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate information
Request erasure of personal data in certain circumstances
Restrict processing in certain circumstances
Object to processing where applicable
Request data portability where applicable
Withdraw consent where consent is relied upon
Lodge a complaint with the Information Commissioner's Office (ICO)

Requests should be made to constancecounsellor@gmail.com.

COMPLAINTS
If you are concerned about how your personal data is handled, please contact me first so I can try to resolve the issue.

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

The ICO can be contacted via: Information Commissioner's Office (ICO)

CHANGES TO THIS POLICY

This Privacy Policy may be updated from time to time to reflect changes in legal requirements, professional guidance, or the operation of the practice.

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