Privacy Policy

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Supportive Counselling Ltd

Last Updated: 16/06/2026
Registered in England & Wales
Company number: 17144741
Registered office: Tower Corporation Limited, Tower House Business Centre, Fishergate, York, YO10 4UA.

Supportive Counselling Ltd (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information with transparency, care, and respect. This policy explains what information we collect, why we collect it, how we use it, and the rights you have under UK data protection law.

1) Our commitment to your privacy

At Supportive Counselling Ltd, we take your privacy seriously. We only collect the information we need to provide therapy safely and professionally, and we keep it secure and confidential.

This Privacy Notice explains what personal information we collect, how we use it, how we store it, and the choices you have.

2) Who we are

Supportive Counselling Ltd is the Data Controller for the personal information we process. We are registered with the Information Commissioner’s Office as a Data Controller, reference ZB723196.

Contact details for privacy questions
Email: info@supportivecounselling.co.uk
Telephone: 07749 024388

3) The information we collect

When you contact us or begin working with us, we may collect the following information:

When you make an enquiry
Your name, contact details and any information you choose to share about what you are looking for. If you decide not to proceed or we do not hear back from you, your enquiry will typically be deleted after 6 months if no further contact is made.
Client records: retained in line with insurance and professional requirements (e.g. 5–7 years).

When you become a client
Your name, address, telephone number, email address, date of birth and an emergency contact where appropriate.
Brief session notes to support your therapeutic work and ensure safe, consistent care.
Appointment records and payment details for administrative purposes.

For online sessions
We collect the minimum information needed to run sessions securely. We use video platforms chosen for their privacy and security features.

For children and young people
If the client is under 18, we may also hold parent or carer details and relevant information needed for safe and ethical practice. Confidentiality will always be explained clearly at the start.

4) How we use your information

We use your information to:

• Respond to enquiries and arrange appointments
• Provide counselling and psychotherapy
• Maintain appropriate client records
• Manage safety and safeguarding where needed
• Meet legal, professional and insurance requirements

We may share information with:

• Professional supervisors (in anonymised form)
• Legal or regulatory bodies where required
• Third-party service providers (e.g. secure email or video platforms)

5) Legal basis for processing

We process your information in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

The lawful bases we rely on include:

• Contract, to provide the service you have requested
• Consent, where required
• Legal obligation, where we must comply with the law
• Vital interests, where necessary to protect life or safety

Therapy involves sensitive personal information relating to mental health. This is treated as special category data and is handled with additional care and protection.

6) Confidentiality

Everything you share in therapy is treated as confidential.

Confidentiality may only be broken in specific situations, including:

• If we are required to do so by law
• If there is a serious risk of harm to you or someone else

Where possible, we will always aim to discuss this with you first.

7) Working as a team and supervision

Supportive Counselling Ltd operates as a team of therapists. Your information is accessed only by the therapist or therapists involved in your care, and where necessary for essential administration, on a need-to-know basis.

All therapists attend regular clinical supervision to ensure safe and ethical practice. Information shared in supervision is anonymised wherever possible and does not identify you.

8) Sharing your information

We do not sell your data or share it for marketing purposes.

Your information may be shared only where necessary, including:

With secure service providers
We use encrypted systems for client management and record-keeping, including the Kiku system, which is designed to protect confidentiality.

Website and technical services
Our website is hosted by a third-party provider, and we may use analytics tools to understand how the site is used and improve it.

Legal and safeguarding purposes
We may share information with appropriate services if required by law or where there is a serious risk of harm.

Therapeutic Executor
In the unlikely event that your therapist is no longer able to practise, your name and contact details may be shared with a Therapeutic Executor so that you can be informed and supported appropriately.

9) How we keep your information safe

We take appropriate steps to protect your information. This includes secure digital systems, password protection, and limiting access to authorised individuals only.

For online sessions, we use platforms selected for their security and encryption where possible.

In the unlikely event of a data breach that affects your personal data, we will act promptly and, where required, notify the ICO and affected individuals.

10) How long we keep your information

We keep your information only for as long as necessary.

Enquiries are deleted if you do not proceed with therapy.
Client records are kept securely for up to 7 years after therapy ends, in line with professional and insurance requirements. After this time, they are confidentially destroyed.

11) Your rights

You have the right to:

• Request access to the personal information we hold about you
• Ask for inaccurate information to be corrected
• Request deletion of your data where appropriate
• Restrict or object to certain uses of your data
• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object
• Right to data portability

You can exercise your rights by contacting us using the details above. We will respond within one month in line with UK GDPR requirements.

12) Cookies

This website uses cookies to help it function and to understand how visitors use it. Cookies may include those that are necessary for the site to operate, as well as those used to improve performance and user experience.

You can manage cookie settings through your browser.

13) Changes to this privacy notice

We may update this privacy notice from time to time. The latest version will always be available on our website.

14) Questions or complaints

If you have any questions about this privacy notice or how your data is handled, please contact us:

Email: info@supportivecounselling.co.uk
Telephone: 07749 024388

If you are not satisfied, you can contact the Information Commissioner’s Office.

15) Data Protection Complaints

If you have any concerns about how your personal information has been handled, you have the right to raise a data protection complaint directly with us.

You can do this by contacting:
Email: info@supportivecounselling.co.uk
Telephone: 07749 024388

When we receive a complaint, we will:

• Acknowledge receipt within 30 days
• Take appropriate steps to investigate the concern
• Keep you informed where appropriate
• Provide a response and outcome without undue delay

If you are not satisfied with our response, you have the right to raise your concern with the Information Commissioner’s Office (ICO):
www.ico.org.uk

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