GDPR & Privacy Policy

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Hale & Hearty Counselling Services
ICO Registration Number: ZA868989
Contact: Kellykane@halehearty.co.uk

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1. Introduction

This Privacy Policy explains how I, Kelly Kane, collect, use, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

I am committed to safeguarding your privacy and ensuring your personal data is handled responsibly and securely.

2. What Data I Collect

I collect and process the following personal data:

• Contact details: Name, phone number, email address, home address

• Session information: Notes, attendance, preferences

• Health-related data: Any information you choose to share relevant to your mental health

• Emergency contact details: For safety purposes during sessions, including online therapy

3. Lawful Basis for Processing

I process your data under the following lawful bases:

• Contract: To provide counselling services

• Legal obligation: For record-keeping and tax purposes

• Legitimate interest: To manage and improve my practice

• Special category data: Processed under the condition of providing health care and with your explicit consent

4. How Your Data Is Used

Your data is used solely for the purpose of:

• Arranging and delivering counselling sessions

• Maintaining clinical records

• Ensuring your safety during sessions

• Communicating about appointments or relevant updates

I will never share your data without your consent unless required by law or in cases of serious risk to you or others.

5. Data Storage and Retention

• All records are stored securely in encrypted digital files or locked physical storage.

• Counselling records are retained for 7 years after the end of therapy, in line with professional guidance, and then securely destroyed.

• Emails and digital communications are stored securely and deleted when no longer needed.

6. Your Rights

You have the right to:

• Access your personal data

• Request correction or deletion

• Withdraw consent (where applicable)

• Object to processing

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

Requests should be sent to Kellykane@halehearty.co.uk. I will respond within one calendar month.

7. Security Measures

I take appropriate technical and organisational measures to protect your data, including:

• Encrypted storage and password protection

• Regular virus scans and software updates

• Secure disposal of physical records

Please note: Email is not fully secure unless encrypted. If you prefer encrypted communication, please let me know.

8. Automated Decision-Making

I do not use automated decision-making or profiling in my practice.

9. Contact Between Sessions

Contact between sessions is discouraged unless necessary. You may email diary entries, artwork, or photographs for use in sessions. I will acknowledge receipt but not comment outside of sessions.

10. Social Policy

To protect confidentiality:

• I do not accept personal friend requests from clients

• You may follow my business Facebook page if you wish

• I will not acknowledge you in public unless you initiate contact

11. Complaints Procedure

If you have concerns or complaints, please contact me directly. If unresolved, you may follow the National Counselling Society complaints procedure:
https://www.nationalcounsellingsociety.org