Privacy, Cookies and Data

Effective Date: 15/06/2026 

Next Review: 23/05/2027

Data Controller: Georgina Simmons, Your Space Counselling and Psychotherapy

Contact: georgie@yourspacecounsellingandpsychotherapy.com

Website: www.yourspacecounsellingandpsychotherapy.com

ICO Registration Number: ZB744784

1. Introduction

Your Space Counselling and Psychotherapy is committed to protecting your privacy and handling your personal information with care, transparency, and respect.

This notice explains what data I collect, why I collect it, how it is used, and the rights you have under UK data protection law.

2. What Information I Collect

I may collect and process the following personal data:

• Full name and contact details (address, phone number, email)

• Date of birth

• GP details (if required for safeguarding or emergency purposes)

• Relevant health and mental health information (special category data)

• Emergency contact information

• Clinical and process notes (kept minimal and anonymised where possible)

• Website usage data (via cookies, if applicable)

3. How I Collect Your Data

Your data is collected when you:

• Contact me through my website or email

• Complete an assessment or attend therapy sessions

• Provide information during therapy

• Use my website (cookies/analytics)

4. Why I Collect Your Data

I process your personal data to:

• Deliver counselling and psychotherapy services

• Communicate with you about appointments

• Comply with legal, ethical and regulatory obligations (NCPS, ICO and Insurance)

• Ensure safety in cases of risk or safeguarding concerns

• Maintain professional clinical records in line with NCPS guidelines

5. Lawful Bases for Processing

Under UK GDPR, I rely on the following lawful bases:

• Contract: To deliver the therapeutic services you have requested

• Consent: For initial enquiries or optional communications

• Legal obligation: Safeguarding, tax, or regulatory requirements

• Vital interests: If there is a serious risk of harm

• Legitimate interests: To manage my practice safely and ethically

For special category data (e.g., mental health information), I rely on:

 

• Article 9(2)(h) – provision of health or social care

• Article 9(2)(a) – explicit consent (where applicable)

6. How Your Data Is Stored

Your data is stored securely using GDPR‑compliant systems:

• Clinical notes and personal details are stored in Halaxy, an encrypted healthcare platform

• Email communication is handled through Microsoft 365 Business Basic, with MFA and encryption

• No client data is stored locally on devices

• Paper documents (if any) are scanned into Halaxy and then securely shredded

7. Data Retention

• Adult client records are retained for 5 years after therapy ends

• Records for children and young people are kept for five years after their 18th birthday

• Data is securely destroyed when no longer required

 

8. Who Has Access to Your Data

• Only me, your therapist, has access to your identifiable information

• Supervision may involve discussing anonymised client material

• I do not share your data with third parties unless:

  • You give explicit consent

  • Required by law or court order

  • There is a safeguarding concern or risk of harm

9. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data I hold about you

• Request corrections to inaccurate information

• Request deletion of your data (subject to legal limitations)

• Withdraw consent (where applicable)

• Restrict or object to certain types of processing

• Lodge a complaint with the ICO: www.ico.org.uk

To exercise any of these rights, email:

georgie@yourspacecounsellingandpsychotherapy.com

10. Cookies and Website Analytics

My website may use cookies to support basic functionality and to understand how visitors use the site. You can accept or decline cookies when you visit the site, and you can change your preferences at any time through your browser settings.

Types of cookies used:

• Essential cookies: Required for the website to function

• Analytics cookies: Help me understand how visitors use the site (only used if you consent)

A full Cookie Policy is available on this page.

11. Data Complaints Procedure (DUAA 2025 Requirement)

If you have concerns about how your personal data is handled, you can raise a complaint with me directly.

How to complain: Email: georgie@yourspacecounsellingandpsychotherapy.com

Subject: Data Protection Complaint

What happens next:

• I will acknowledge your complaint within 30 days

• I will aim to resolve it within 3 months

• I will keep a record of your complaint for 6 years, as required by law

If you are not satisfied with my response, you may escalate your complaint to the Information Commissioner’s Office (ICO): www.ico.org.uk

12. Online Safety

I take online safety seriously. I use secure, encrypted platforms for communication and record‑keeping, including Halaxy for clinical notes and Microsoft 365 for email. I do not store client information on personal devices, and I follow NCPS and ICO guidance for data protection and online working.

13. Updates to This Notice

This notice may be updated periodically to reflect changes in legislation or practice. The most recent version will always be available on my website.