1. Introduction
This Privacy Notice explains how I collect, use, store, and protect your personal information when you engage in counselling with me.
I am committed to protecting your privacy and handling your personal information with transparency, respect, and care.
Data Controller:
William Clarke, Out2Talk
william@out2talk.com
07803165740
2. What Information I Collect
I collect and process the following categories of personal information:
A. Contact Information
- Your name
- Email address
- Telephone number
Purpose: To communicate with you about appointments, payments, and other practical matters.
B. Agreement Information (completed at the start of counselling)
This includes:
- Your name
- Date of birth
- Address
- Telephone number
- Email address
- Emergency contact details
- GP name, address, telephone number
- Session arrangements (day, time, length, cost)
- Terms and conditions you agree to (payment, missed / cancelled sessions, supervision, confidentiality, responsibilities)
Purpose: To establish the counselling contract, ensure safe practice, and meet professional obligations.
C. Session Notes
I keep:
- Brief handwritten notes after each session as an aide‑mémoire
- Electronic process notes summarising themes across sessions, therapeutic direction, and progress.
Purpose: To support the therapeutic process, maintain continuity, and meet professional standards for record‑keeping.
3. How Your Information Is Stored
Paper Records
- Your signed Agreement is stored in a locked drawer accessible only to me.
Electronic Records
- Appointment information is stored in Microsoft Outlook and Zoom (for online sessions).
- Process notes are stored electronically on a secure, password‑protected device.
- Invoices are issued via Revolut, which stores your name and email address.
All electronic systems are protected by passwords and industry‑standard security measures.
4. Why I Collect Your Information (Legal Basis)
Under UK GDPR, I rely on the following lawful bases:
- Contract: To provide counselling services and communicate with you.
- Legitimate Interests: To maintain accurate records, manage appointments, and ensure safe practice.
- Vital Interests: To contact your GP or emergency contact if there is serious concern for your safety.
- Consent: For any optional communication or information you choose to share beyond what is necessary.
5. Confidentiality and Sharing Your Information
Your information is kept confidential. I will not share your personal data with third parties except in the following circumstances:
- Supervision: I discuss my clinical work in supervision, but I do not reveal your identity.
- Risk of Harm: If I believe you or someone else is at serious risk, I may need to contact your GP, emergency contact, or relevant services.
- Legal Requirement: If ordered by a court or required by law.
- Service Providers: Platforms such as Outlook, Zoom, and Revolut process your data only to provide their services and are subject to their own privacy policies.
I will always aim to discuss any necessary disclosure with you first unless doing so increases risk.
6. How Long I Keep Your Information
- Agreement forms: Kept for 7 years after counselling ends (professional standard).
- Session notes: Kept for 7 years after counselling ends.
- Contact details: Deleted when no longer needed for communication or record‑keeping.
- Invoices: Retained as required for financial and tax purposes.
After the retention period, all records are securely destroyed.
7. Your Rights
You have the following rights under UK GDPR:
- Access: You can request a copy of the personal information I hold about you.
- Correction: You can ask me to correct inaccurate or incomplete information.
- Erasure: You can request deletion of your data (subject to legal and professional obligations).
- Restriction: You can ask me to limit how your data is used.
- Objection: You can object to certain types of processing.
- Data Portability: You can request your data in a structured, commonly used format.
To exercise any of these rights, please contact me using the details at the top of this notice.
8. Security Measures
I take appropriate technical and organisational measures to protect your data, including:
- Password‑protected devices
- Secure storage of paper records
- Encrypted communication platforms where available
- Restricted access (only I handle your records)
9. Online Sessions
If sessions take place via Zoom:
- You are responsible for ensuring your own environment is private.
- Zoom processes your data according to its own privacy policy.
- I do not record sessions unless I have asked your permission beforehand. I would only do this for educational purposes, in which case you will be anonymised.
10. Complaints
If you have concerns about how your data is handled, please contact me directly.
You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk
ICO Registration Reference: ZC204087
11. Updates to This Privacy Notice
This notice may be updated occasionally to reflect changes in law or practice. The most recent version will always be available on my website and provided to you on request.