Privacy Policy

Carol Gordon, Counsellor (MBACP), Rapid Transformational Therapy (RTT), ADHD Coach

Tel: 07500 333 754

Email: Carol@clearhaventherapy.co.uk

This Privacy Policy explains how I, Carol Gordon, handle your personal information. It outlines what data I collect, how I use it, and why.

1. Information I Collect and Use

To provide my services and manage transactions, I collect the following personal information:

Contact Details: Names, addresses, phone numbers, and email addresses.
Transaction Information: Purchase history and payment details (including card or bank information for transfers and direct debits).
Health Information: Any medical conditions that may be relevant to your therapy.
Website Usage Information: User journeys, cookies, and other tracking data.
Feedback and Complaints: Information related to customer reviews or complaints.

To prevent crime or defend against legal actions, I also collect:

Contact Information: Names and contact details.
Client Records: Accounts and records, including health and safety information.

2. Legal Bases for Processing Your Information

I process your personal information based on the following legal grounds:

Consent: When you consent to my processing of your data.
Contract: Includes collecting data through contact forms, booking systems, and e-commerce on my website.

I balance my interests with your privacy by implementing strict safeguards and regularly reviewing practices. This ensures that your rights and privacy are always respected.

3. Data Retention

I retain personal data for the following periods:

Client Records: I do not keep notes of all individual sessions. After the counselling relationship ends, I will store personal data and collect session notes for at least seven years. For minor clients, I keep records until they turn 25 or 7 years after the end of the counselling, whichever is longer.
Financial Records: Financial records, including invoices and payment records, are retained for at least six years to comply with HMRC requirements.
Legal Obligations: I may keep records for obligations requiring extended retention periods, such as ongoing legal proceedings or investigations.

After these periods, I securely dispose of or anonymise personal data.

4. Preventing Crime and Legal Compliance

I process data to:

Prevent Crime: By identifying and mitigating potential threats or suspicious activities.
Prosecute Offenders: By providing accurate data to authorities if needed.
Defend Against Legal Actions: I will collect data that supports my defence in legal disputes and maintains service integrity.

If I receive information about activities like terrorism or money laundering, I am legally obliged to report it to the Police.

5. Your Data Protection Rights

Under data protection law, you have the following rights:

Access: Request copies of your data.
Rectification: Request correction of inaccurate or incomplete data.
Erasure: Request deletion of your data in certain circumstances.
Restriction: Request restriction on processing your data.
Objection: Object to processing based on legitimate interests or direct marketing.
Portability: Request transfer of your data to another organisation.
Withdrawal of Consent: Withdraw consent where it is the basis for processing your data.

You don’t need to pay a fee to exercise these rights. I will respond to your request within one calendar month.

6. Complaints

If you have concerns about how I use your data or if you would like to discuss any other information noted in the privacy policy, please contact me using the details above. If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO):

ICO Address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline: 0303 123 1113

Website: ICO Complaints

Last Updated: 09 August 2024