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GDPR & Privacy Policy

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

 

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) and the Data Protection Act 2018.

I am the Data Controller responsible for your personal data.

I am committed to safeguarding your privacy and ensuring your personal data is handled responsibly, respectfully, and securely. If you have any questions about how your information is handled, you’re always welcome to ask.

 

2. What Data I Collect

I may 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 that is 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: health information is processed under Article 9(2)(h) for the provision of health care, and with your explicit consent where appropriate

 

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 to do so by law, or where there is a serious risk of harm to yourself or others, or concerns relating to safeguarding.

 

5. Data Storage and Retention

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

Where digital services are used (such as email or online video platforms), I ensure they are reputable providers and take appropriate steps to maintain confidentiality.

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

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

If you contact me via my website, any information you provide will only be used to respond to your enquiry and will not be stored longer than necessary.

 

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.

Please note that access to counselling records may be provided in summary form to protect the integrity of therapeutic notes.

 

7. Security Measures

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

  • Encrypted storage and password protection

  • Regular software updates and security checks

  • Secure disposal of physical records

Please be aware that standard email communication is not fully secure. If you would prefer a more secure method of 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 are welcome to email diary entries, artwork, or photographs for use within sessions. I will acknowledge receipt but will not provide therapeutic responses outside of sessions.

 

10. Social Policy

To protect confidentiality:

  • I do not accept personal friend requests from clients

  • You may follow my professional social media pages if you wish

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

 

11. Complaints Procedure

If you have any concerns or complaints, please contact me directly in the first instance.

If the issue remains unresolved, you may follow the National Counselling Society complaints procedure:
https://www.nationalcounsellingsociety.org

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