Any personal data provided by you to rachael@cinqueportscounselling.co.uk through any means (verbal, written, in electronic form, or by your use of my website) will be held and processed in accordance with the data protection principles set out in the Data Protection Act 1998 and the General Data Protection Regulation for the purposes for which you have given consent, to provide the services you have requested from me.
What information do I collect and store?
The information that you give me when you initially make contact via the website is the principal data that I keep. This is information is needed so that I can make contact with you using telephone, email, Zoom and identify your address.
I may make notes after our session. These are not held electronically, will be anonymised and are confidential.
What do I use your information for?
- To provide clients with the professional counselling service requested from me.
- To notify you about changes to your appointments and any other changes.
- To seek feedback from you on your experience of counselling.
- To improve our service to ensure that it is provided in the most effective manner for you and for me.
- To administer the arrangement of appointments.
- To provide you with an invoice via PayPal or insurance.
When would I share your information?
Serious harm – In accordance with the law and recognised professional standards, I have a duty to share your information with the relevant authorities if I have reason to believe that this may prevent serious harm being caused to you or another person.
Compliance with law – I may share your information where I am required to by law or by the regulations and other rules to which I am subject.
How do I keep your information safe?
All information you provide to me is stored as securely as possible and is not digitalised.
Unfortunately, the transmission of information via the internet is never completely secure. Although I will do my best to protect your information using industry-standard protocols and encryption, I cannot guarantee the security of your data transmitted to me via email, including forms completed on my website; any transmission is at your own risk. Once I have received your information, I use strict procedures and security features to try to prevent unauthorised access.
Your identifiable personal information is kept separately from any session notes and other descriptive material which is paper-based. Client notes and other documentation are destroyed 7 years after the end of counselling.
Your rights
You have the right to ask me to provide a copy of the information held by me in my records. You also have the right to require me to correct any inaccuracies in your information. If you would like to do this, please contact me.
You may withdraw your consent for me to hold and process your data at any time.
Changes to this policy
I may edit this policy from time to time. If I make any substantial changes, you will be notified.
Privacy Policy
1. Data Controller
Cinque Ports Counselling is the data controller responsible for your personal information. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.
2. What Data We Collect
We collect and process personal data including your name, contact details, date of birth, and special category data (health/mental health information) for the purpose of providing counselling services. This data is processed on the lawful basis of contract and, where applicable, explicit consent for special category health data under Article 9 UK GDPR.
3. How We Use Your Data
Your data is used solely to deliver and administer your counselling sessions, maintain clinical records, comply with our professional obligations (e.g. safeguarding duties), and — where required — liaise with supervising bodies. We will never sell your data or use it for marketing purposes.
4. Data Retention
Counselling records are retained for 7 years following the end of the therapeutic relationship, in line with professional guidance from BACP. Records are then securely destroyed.
5. Your Rights
You have the right to access, rectify, or erase your personal data; to restrict or object to processing; and to data portability, subject to applicable exemptions. To exercise any of these rights, please contact us using the details below.
6. Data Protection Complaints — New Right from 19 June 2026
Under the Data (Use and Access) Act 2025 (Section 164A, Data Protection Act 2018, in force 19 June 2026), you have a statutory right to raise a data protection complaint directly with us before escalating to the Information Commissioner’s Office (ICO).
If you have a concern about how we have handled your personal data, please submit your complaint in writing.
- We will acknowledge your complaint within 30 days of receipt.
- We will investigate and provide a full response without undue delay.
- You will be kept informed throughout the process.
If you remain dissatisfied with our response, you may then escalate your complaint to the ICO at ico.org.uk or by calling 0303 123 1113.
7. Contact
Data Controller: Cinque Ports Counselling
Email: Click for contact form
Address: Mariners Plat Pett Level Road, Pett Level, TN35 4EH