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Privacy Policy for InDepth Counselling

 

1. Introduction

Welcome to InDepth Counselling. We are committed to protecting your privacy and handling your personal data in a transparent and secure manner. This policy outlines how we collect, use, and protect your information when you engage with our counselling services.

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2. The Information We Collect

To provide effective and safe counselling services, we need to collect and process certain personal information. This may include:

  • Personal Identification Data: Your name, date of birth, address, email address, and phone number.

  • Counselling Session Notes: Records of the content of your sessions. These notes are anonymised where possible and are kept to support the continuity of your therapeutic journey.

  • Health Information: Relevant mental and physical health history, medications, and details about your reasons for seeking counselling. This is considered special category data under GDPR.

  • Emergency Contact Details: The name and phone number of a person you wish us to contact in the event of an emergency.

  • Payment Details: Information required for processing payments for our services.

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3. How We Collect Your Information

We collect your data through various means, including:

  • Initial Enquiries: When you contact us via email, phone, or our website to book a session.

  • Registration Forms: The intake forms you complete before your first session.

  • During Sessions: Your counsellor will make clinical notes after your sessions.

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4. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide Counselling Services: To manage your therapy, maintain a record of our work together, and provide you with a high standard of care.

  • Legal & Ethical Obligations: To comply with our legal and ethical obligations as a counselling practice, including professional body requirements (e.g., BACP) and safeguarding laws.

  • Administrative Purposes: To arrange and manage appointments, process payments, and communicate with you.

  • Emergencies: In the event of an emergency where your safety or the safety of others is at risk.

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5. Legal Basis for Processing

Under the GDPR, we must have a lawful basis for processing your personal data. We rely on the following:

  • Legitimate Interests: To run our business and provide services to you.

  • Legal Obligation: To comply with the law.

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6. How We Store Your Information

Your personal data is stored securely to prevent unauthorised access or disclosure.

  • Clinical Notes: These are kept in an anonymised format and stored securely, often separately from your identifying data.

  • Electronic Data: All electronic information is stored on password-protected devices and encrypted cloud storage.

  • Physical Data: Any physical records are kept in a locked filing cabinet in a secure location.

  • Retention Period: We retain client data for a period of 7 years after the end of our work together, in line with the guidance from our professional body. After this period, all data is securely destroyed.

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7. Data Sharing and Confidentiality

Your privacy is paramount. We will not share your personal data with anyone outside of InDepth Counselling, except in the following very specific circumstances:

  • Supervision: As part of our professional and ethical requirements, your counsellor will discuss their work with a clinical supervisor. This is to ensure a high standard of care. Your identity will be kept strictly anonymous during these discussions.

  • Legal Requirement: If we are legally required to disclose information by a court order or other legal process.

  • Serious Harm: If there is a risk of serious harm to yourself or others, we may be required to break confidentiality. We will always try to discuss this with you first.

  • Emergency: Your emergency contact may be called if we are concerned for your safety.

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8. Your Rights

Under GDPR, you have several rights regarding your personal data:

  • The right to be informed: To know how we are using your data.

  • The right of access: To request a copy of the information we hold about you.

  • The right to rectification: To ask us to correct information you believe is inaccurate or incomplete.

  • The right to erasure: To ask us to delete your personal data. This is not an absolute right and may be subject to legal and ethical retention requirements.

  • The right to restrict processing: To ask us to limit how we use your data.

  • The right to data portability: To receive your personal data in a structured, commonly used, and machine-readable format.

  • The right to object: To object to us processing your data.

If you wish to exercise any of these rights, please contact michelle@indepthcounselling.co.uk

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9. Complaints

If you have concerns about how we are handling your data, please contact us in the first instance. You also have the right to lodge a complaint with the ICO, the UK's supervisory authority for data protection issues.

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10. Contact Details

If you have any questions about this privacy policy or our data practices, please contact:

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11. Updates to this Policy

This policy was last updated on 21th September 2025. We may update it from time to time. The latest version will always be available on our website or by request.

 

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