For Adults and Young People
Website Privacy Notice
Who We Are
S J Counselling & Psychotherapy Services,
17 Bank Street, Rugby, Warwickshire, CV21 2QE
Email: counsellingtherapy4you@gmail.com
Website: counselling-therapy.org.uk
I am committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Notice explains how I collect, use, store, and share your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
Personal Data – What I Collect and Why
When you complete a website contact form, I collect the information you provide which may include:
Name
Email Address
Contact Telephone Number
Details contained within your message
The information is used solely to respond to your enquiry regarding counselling and psychotherapy services. Your information is not shared with third parties for marketing purposes and will not be used for marketing without your consent.
Lawful Basis for Processing
Under Article 6 UK GDPR, personal information is processed because it is necessary:
For the performance of a contract with you.
For my legitimate interests in providing safe and effective counselling services
To comply with legal and professional obligations where applicable.
Where information relating to physical or mental health is processed, this constitutes special category data under Article 9 UK GDPR. Such information is processed because it is necessary for the provision of health-related support and counselling services and/or with your explicit consent where required.
Contact Forms
If you contact me with an enquiry but do not proceed to an introductory / assessment phone call, I will retain your contact details and correspondence for up to 6 months after our last communication.
If an initial phone call has taken place but counselling does not commence, your information will normally be retained for up to 12 months.
After these periods, your information will be securely deleted unless there is a legitimate reason to retain it for longer, such as a legal obligation, safeguarding concern, insurance requirement or ongoing complaint.
If you proceed with counselling, you will be provided with a detailed Client Privacy Notice explaining how your information will be managed throughout therapy.
Why I Collect Your Information
I collect and process your personal information to:
· Provide Counselling Services
· Arrange and manage appointments
· Maintain appropriate clinical records
· Communicate with you regarding counselling services
· Meet professional, ethical, legal and insurance requirements.
· Protect your vital interests or those of another person where there is a risk of serious harm.
Third Party Service Providers
I may use carefully selected third-party providers to support the delivery of my services. These may include:
· Email providers
· Telephone providers
· Online counselling platforms
· Website hosting providers
· Website analytics providers
· Payment processing services
This website may contain links to external websites, including professional directory listings. If you follow a link to another website, that website has its own privacy policies and terms and I do not accept responsibility or liability for those policies. Any third-party provider used is required to handle personal information securely and in accordance with applicable data protection legislation.
How Your Information Is Stored
Your personal information is stored securely and protected against unauthorised access, loss, misuse, or disclosure.
· Electronic records are stored on password-protected devices and secure systems.
· Paper records, where used, are kept in a locked and secure storage cabinet.
Appropriate technical and organisational measures are in place to safeguard personal information.
Your Rights
Under UK GDPR you have the right to:
· Request access to your personal information.
· Request correction of inaccurate or incomplete information.
· Request erasure of your personal information where applicable.
· Request restriction of processing in certain circumstances.
· Object to the processing of your information in certain circumstances.
· Request the transfer of your information where applicable.
· Withdraw consent where consent is the lawful basis for processing.
Subject access requests will normally be responded to within one calendar month.
Cookies & Website Analytics
This website uses cookies and similar technologies to help it function effectively and to understand how visitors use the website. Cookies are small text files placed on your device when you visit a website. Some cookies are necessary for the operation of the website, while others help improve the user experience and provide information about website usage.
This website may also use Google Analytics to help understand how visitors use the site. Google Analytics collects information such as pages visited and time spent on the website. This information is aggregated and does not identify individual users. You can control and delete cookies through your browser settings. However, disabling certain cookies may affect the functionality of the website.
For more information about how Google processes data, please visit Google's Privacy Policy.
Complaints & How to Complain
If you have any concerns about the counselling service I provide or how your personal information is handled, I encourage you to discuss these concerns with me in the first instance. Please contact me using the details above. Any complaints will be acknowledged within 30 days and investigated without undue delay.
If you remain dissatisfied with how your personal information has been handled, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: Information Commissioner’s Office www.ico.org.uk
You may also seek guidance from the British Association for Counselling and Psychotherapy (BACP) regarding matters relating to professional conduct and ethical practice.
Changes to This Privacy Notice
This Privacy Notice may be updated from time to time to reflect changes in legal, regulatory or professional requirements. The most recent version will always be available on this website.
Last Updated: 4th November 2026