Last updated: 17 June 2026

This privacy notice explains how I collect, use, store and protect personal information in my therapy practice.

I am registered with the ICO (Information Commissioner’s Office), which means I need to tell you what data I am collecting from you, what I intend to do with it and for keeping it safe. My registration number is ZB279245 and can be viewed here.

If you have any questions about this privacy notice, or about how your information is handled, you can contact me at:

Email: you@therapyforthebodyandmind.co.uk
Phone: 07876074207

This privacy notice applies to people who contact me about therapy, current and former clients, and visitors to my website.

Information I collect
I may collect and use the following information when you contact me:

your name
your email address
your phone number
the information you choose to share in your enquiry
any preferences around contact, availability or therapy format

If we arrange an initial call or begin therapy, I may also collect:

your address
your date of birth
your GP details
emergency contact details, where appropriate
relevant health, mental health or wellbeing information
information about your personal history, relationships, work, identity, family, circumstances and reasons for seeking therapy
brief clinical notes
attendance, payment and appointment information
correspondence between us

I only collect information that is necessary for providing therapy safely, ethically and professionally.

How I use your information
I use your personal information to:

respond to enquiries
arrange initial calls and appointments
provide therapy
keep appropriate clinical records
manage payments, invoices and appointments
communicate with you about sessions
meet legal, professional and ethical responsibilities
manage risk, safeguarding or emergency situations where necessary
maintain insurance, tax and accounting records
respond to data protection requests or complaints

I do not sell your personal information.

Confidentiality
Therapy is confidential, but confidentiality is not absolute. I will not share what you tell me unless there is a lawful, ethical or safeguarding reason to do so, and where possible I will limit any sharing to the minimum information necessary.

There are some limits to confidentiality. I may need to share information if:

I believe there is a serious risk of harm to you or someone else
there is a safeguarding concern involving a child, vulnerable adult or person at risk
I am required to do so by law, court order or legal process
disclosure is necessary to prevent or detect a serious crime
there is a medical emergency, and information is needed to protect life
I need to consult my clinical supervisor, while protecting your identity as far as possible

Where possible and appropriate, I would aim to discuss this with you before sharing information. However, I may not be able to do so if this would increase risk, prejudice safeguarding action, undermine the purpose of the disclosure, or would otherwise not be possible.

Supervision
Like other ethical therapists, I use clinical supervision to support safe and effective practice.

In supervision, I may discuss aspects of client work to support safe and effective practice. I aim to minimise identifying detail where possible and appropriate, and my supervisor is also bound by confidentiality and professional standards.

Clinical notes and records
I keep brief clinical and supervision notes to support safe and ethical therapy. These are usually factual, proportionate and relevant to the work, such as session dates, brief themes discussed, relevant risk or safeguarding information, and administrative information.

How long will I store your data for and how will I dispose of it?
I will only keep your name, dates we worked together and your unique code for seven years after the final review session, which is the period, my insurance company requests.

As a general guide:

enquiry information may be deleted if we do not begin therapy, usually within 6-12 months
client records may be kept for 7 years after therapy ends, based on my insurance company requirements
financial records may be kept for the period required for tax and accounting purposes
emails, messages and administrative records are reviewed periodically and deleted when no longer needed

There may be times when I need to keep records for longer, for example where there are safeguarding, legal, insurance, complaint-related or professional-body reasons. I keep my retention periods under review and aim to make sure they remain justified and proportionate.

How will I store your data?
The data on paper is kept in a locked filing cabinet. I transfer your name and a code to my password-protected laptop and your phone numbers may be kept in my business mobile phone that is code protected and will be deleted from my phone when we stop working together.

Your information may be stored in the following systems:

Website: UENI
Email: Outlook
Online sessions: Zoom
Cloud storage or backup: One drive
Phone / messages: SMS and phone

I use appropriate technical and organisational measures to keep information secure. This may include password protection, device security, two-factor authentication, restricted access and secure storage.

Online therapy
If we work online, sessions will take place using Zoom. I will take reasonable steps to protect confidentiality from my side, and I ask that you also choose a private space where you cannot easily be overheard or interrupted.

Online platforms may process technical information such as IP address, device information or connection data. Please also check the privacy notice of the platform we use if you would like more detail.

AI tools, transcription and recording
I do not record, transcribe or use AI tools to process therapy or supervision sessions. Neither do I use digital tools for general practice administration, writing, planning or education.

Website visitors and cookies
When you visit www.therapyforthebodyandmind.co.uk, some technical information may be collected automatically, such as your IP address, device type, browser type, pages visited and the time of your visit. This may happen through website hosting, security, analytics or cookie tools.

My website is hosted by UENI. Please click here for their privacy policy on how they use data from visitors to this website.

You can usually control cookies through your browser settings. If I use cookies or similar technologies that are not strictly necessary, I will make sure the website provides the level of notice, choice or consent required by law. In some cases, current UK rules may allow limited exemptions for certain analytics or functionality cookies, but only where the legal conditions for those exemptions are met.

Sharing your information
I will not share your personal information unless there is a clear reason to do so. Depending on the circumstances, I may share limited information with the following people or organisations where this is necessary, proportionate and lawful:

my clinical supervisor/consultant
professional advisers, such as an accountant, insurer or legal adviser
my professional body (BACP), if required in relation to a complaint or ethical matter
safeguarding services, emergency services or your GP, where there is serious risk or safeguarding concern
a court or legal authority, if required by law
an appointed clinical executor if I die or become unable to contact clients myself

Where I share information, I aim to share only what is relevant and necessary for that purpose. If I or one of my providers transfers personal information outside the UK to a separate organisation, I will only do so where the law allows it and an appropriate transfer mechanism or other safeguard is in place where required.

Like other ethical therapists, I use clinical supervision/consultation to support safe and effective practice. In supervision, I may discuss aspects of client work to support safe and effective practice. I aim to minimise identifying detail where possible and appropriate, and my supervisor is also bound by confidentiality and professional standards.

Clinical will
I have a professional clinical executor for my Professional Therapeutic Will. In the unfortunate event I am unable to contact you myself, they will have access to the minimum information needed to contact current clients and manage records appropriately. That person would be bound by confidentiality, would only access information if necessary, and would not take on an ongoing therapeutic role.

Your rights
Under UK data protection law, you have rights over your personal information. These may include the right to:

be informed about how your data is used
access a copy of your personal information
ask for inaccurate information to be corrected
ask for information to be deleted in some circumstances
restrict or object to certain processing
complain about how your information has been handled

Some rights are not absolute and may depend on the circumstances. For example, I may need to keep some information for legal, professional, safeguarding, insurance or complaint-related reasons, and there may be limits on what can be disclosed where information includes third-party data or where a relevant exemption applies.

If you would like to exercise your rights, please contact me using the details above. I will respond to a request about your rights within 30 days. If a request is particularly complex, or if I need to consider whether any restriction or exemption applies, I may need longer, in which case I will let you know.

Data protection concerns and complaints
If you have a concern about how I have handled your personal information, you can make a data protection complaint by contacting me using the details in this notice. I will acknowledge your complaint within 30 days and take appropriate steps to without undue delay.

Please include:

your name
what your concern is about
what you would like me to look into
how you would prefer me to respond

I will investigate your complaint, keep you informed where necessary and contact you with the outcome as soon as I can.

If you are not satisfied with my response, or if you would prefer to contact the UK regulator directly, you can contact the Information Commissioner’s Office:

Website: www.ico.org.uk

Telephone: 0303 123 1113

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