1. The information I collect

1.1 When you enquire or book a session

When you contact me through my website, email, phone, or social media, I collect the information I need to respond to you and arrange an initial appointment. This usually includes your name and contact details.

If you choose to begin counselling, I also collect information shared during your assessment and ongoing sessions. This may include sensitive (special‑category) information relating to your emotional wellbeing and personal history.

1.2 When you sign up for workshops, newsletters, or resources

If you request updates, workshops, online courses, or free resources, I collect the information needed to send these to you and keep you informed.

You can unsubscribe or change your preferences at any time.

2. Visitors to my website and social media

2.1 Website analytics

My website uses Google Analytics to understand how visitors use the site and to help me improve it. This information is processed in a way that does not identify you.

2.2 Website forms

If you complete a form on my website, the information is held by the website host before being securely sent to me.

2.3 Social media messaging

If you contact me through Facebook Messenger, please be aware that this platform is not encrypted and your information may be stored on their servers.

For your privacy, I recommend using email or the website contact form for sensitive information.

3. How your information is used

I use your information to:

• provide counselling services

• respond to enquiries

• send updates or resources you have requested

• maintain records required for professional, ethical, and legal reasons

• send email newsletters-which you can unsubscribe from at any time

I will only share your information with anyone else​ if

• there is a legal requirement

• there is a safeguarding concern involving risk of harm to you or someone else

4. Third-Party Service Providers

To support my counselling practice I may use carefully selected service providers to manage appointments, email communications, video sessions, website hosting and secure record storage.

These providers may process personal information on my behalf and are required to comply with applicable data protection legislation.

• Zoom

• Google Calendar

• Email

• Website hosting

5. Lawful basis for processing your data

Under UK GDPR, I must tell you the lawful basis I rely on when processing your information.

• To provide counselling:
  Article 6(1)(b) – Contract

• Article 9(2)(h) – Provision of health or social care
  To respond to enquiries:

• Article 6(1)(b) – Contract

• For newsletters, workshops, and updates:
  Article 6(1)(a) – Consent
  You can withdraw consent at any time.

• For website analytics:
  Article 6(1)(a) – Consent (cookies)

6. International Transfers

Some third-party service providers may store or process information outside the United Kingdom. Where this occurs, appropriate safeguards will be used in accordance with UK GDPR requirements to ensure your information remains protected.

7. How your information is stored

I take care to keep your information safe. This includes:

• secure digital storage

• password‑protected devices

• encrypted systems where available

• locked storage for any paper notes

 Access to counselling information is restricted to those who need it for legitimate professional, legal or ethical purposes. This may include me, my clinical supervisor (where appropriate and with identifying details minimised wherever possible), and a designated Clinical Executor in circumstances described within this policy.

8. How long your information is kept

• Counselling records: kept for 5 years after our work ends, as per my insurers instructions, then securely destroyed

• Enquiry emails: kept for up to 12 months

• Newsletter/workshop sign‑ups: kept until you unsubscribe

• Safeguarding records: kept for the period required by law

• Analytics data: retained according to Google’s standard retention settings

9. Confidentiality, Supervision and Professional Support

Confidentiality is an important part of counselling. Information shared within counselling will not normally be disclosed without your consent.

As part of maintaining safe, ethical and effective practice, I undertake regular clinical supervision. This means I may discuss aspects of my work with a qualified supervisor. Supervisors are professionally bound by confidentiality and identifying information will be kept to a minimum wherever possible.

In certain circumstances information may need to be shared without your consent, including where there are safeguarding concerns, a serious risk of harm, legal obligations, or other ethical requirements.

10. Clinical Will and Professional Continuity

To ensure continuity of care and the ethical management of records, I maintain a Clinical Will.

In the event of my death, serious illness, incapacity, or other circumstances preventing me from practising, a designated Clinical Executor may access limited information necessary to:

• Contact clients and inform them of the situation
• Assist with the safe closure or transfer of counselling services
• Provide information about alternative support where appropriate
• Ensure the lawful retention, management and secure disposal of records

The Clinical Executor is bound by confidentiality, data protection legislation and professional ethical requirements. Access will be limited to information necessary to fulfil these responsibilities.

11.  Your rights

You have the right to: 

• access the information I hold about you

• ask for corrections

• request deletion (in some circumstances)

• restrict or object to processing

• withdraw consent for non‑counselling communications

•  Receive a copy of your information in a portable format where applicable

• Lodge a complaint with the Information Commissioner's Office (ICO)

• Be informed about how your information is used and shared

• Subject Access Requests

• You have the right to request a copy of personal information I hold about you. Requests will normally be responded to within one month in accordance with UK GDPR requirements.

12. Data Breaches

In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, I will act in accordance with UK GDPR requirements, including notifying the Information Commissioner's Office and affected individuals where required.

13.  Data Controller

Laura Knight, SeeClear Counselling, is the Data Controller responsible for determining how your personal information is collected, used, stored and protected.

Contact:​

SeeClear Counselling – Laura Knight
Email: laura@seeclearcounselling.co.uk
Phone: 07975 733029 / 01202 972209
Website: https://www.seeclearcounselling.co.uk

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