At Tranquillity of the Soul Counselling & Psychotherapy, your privacy is taken seriously. This privacy notice explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By accessing the Site, you are consenting to the information collection and usage practices described in this privacy notice.

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1. Who we are

Tranquillity of the Soul Counselling & Psychotherapy is the data controller responsible for your personal information that you provide. This means we are legally responsible for deciding how and why your personal data is processed. 

You can contact us using the details below:

Tranquillity of the Soul Counselling & Psychotherapy

E-mail: tranquillityofthesoul@outlook.com

Phone: +44 141 673 5367

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2. What information we collect

When you contact us or engage in counselling, we may collect personal information such as name, address, e-mail address, contact number, date of birth, and emergency contact details. During counselling, we may also collect information relating to your health, wellbeing, and personal circumstances. This information is classed as special category data under UK GDPR. 

We may also keep brief factual session notes and records relating to your counselling. If you may for services, we may collect payment and billing information. If you contact us through our website, we collect information submitted through contact or enquiry forms. 

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3. How we use your information 

We use your personal information to provide counselling services, manage appointments, maintain accurate client records, and communicate with you. Your information may also be used to process payments, meet legal and professional obligations, and ensure the safe and effective delivery of counselling services. 

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4. Lawful basis for processing

Under UK GDPR, we must have a lawful reason for processing your data. 

We process personal data on the basis of your consent, the performance of a contract (to provide counselling services), compliance with legal obligations, and our legitimate interests in running a safe and professional counselling practice. 

As counselling involves sensitive health information, we process special category data with your explicit consent and for the purpose of providing health and social care services, in line with professional and legal requirements. You have the right to withdraw your consent at any time. 

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5. Confidentiality

All information shared in counselling is treated as confidential. We will not share your personal information without your consent unless we are legally required to do so or there is a serious risk of harm to you or others. This may include safeguarding concerns, court orders, or other legal obligations. 

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6. Clinical Supervision

To maintain professional standards and ensure safe and ethical practice, anonymised information from counselling sessions may be discussed in clinical supervision. No identifying details are shared, and supervisors are bound by the same confidentiality and data protection obligations. 

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7. Data storage and security

Your personal information is stored securely using appropriate technical and organisation measures. This may include password-protected devices, encrypted digital storage where possible, GDPR compliant systems and locked filing systems for any paper records. Access to your information is restricted to authorised persons only. 

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8. How long we keep your information

We retain counselling records in line with professional guidance and legal requirements. Adult client records are usually kept for seven years after the final session. Financial records are kept for six years. 

After the retention period has passed, records are securely deleted or destroyed. 

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9. Sharing your information

Your personal information is not shared with third parties without your consent, except where required by law or for safeguarding purposed. With your permission, information may be shared with other professional such as your GP. 

We may use secure third-party service providers, such as online booking systems, e-mail services, or cloud storage. These providers act as data processors and are required to comply with UK GDPR. 

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10. International data transfers

Some data may be stored outside the UK (for example, through secure cloud-based serviced). Where this occurs, appropriate safeguards are in place to ensure your data remains protected in accordance with UK GDPR. 

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11. Your rights

Under UK GDPR, you have the right to access your personal data, request correction, request deletion, restrict or object to processing, and request a copy of your data in a portable format. You also have the right to withdraw consent at any time. 

If you have concerns about how your data is handles, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). Further information can be found at the ICO website. 

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12. Cookies and website use

Our website may use cookies to improve functionality and user experience. Cookies do not collect personally identifiable information unless you choose to provide it. You can manage or disable cookies through your browser settings. 

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13. Automated decision-making

We do no use automated decision-making or profiling in our counselling services.

 

14. Changes to this privacy notice

The privacy notice may be updated from time to time. The most recent version will always be available on our website.