Privacy Notice

Kingsley Counselling is committed to complying with the terms of the UK General Data Protection Regulation (UK GDPR) and to the responsible and secure use of your personal data. I collect and process personal data in order to provide safe and effective counselling services. The purpose of this statement is to let you know what personal information I collect and hold, why I collect this data, how long it is kept, and your rights over your personal data. Anna Kingsley is registered with the Information Commissioner’s Office (ICO) (registration number: [insert number]).

1. Information about you

I collect personal information from you when you enquire about my counselling services in order to set up an initial appointment. This information may include your name, address, date of birth, telephone numbers, email address, availability, general health, GP details, and information relevant to your referral.

All personal information and session notes are stored in a locked filing cabinet and retained for up to 7 years in line with professional, ethical and insurance requirements, after which time they will be securely shredded.

Your contact details such as telephone numbers and email addresses may be stored electronically and backed up in the cloud with a UK-based, GDPR-compliant company. These details are deleted one month after your last session.

Any emails you send will not be electronically retained and will either be deleted or printed and placed in your records within one month of sending. All text messages are deleted within one month of sending. Your telephone number may be stored in a mobile phone and deleted one month after your last session.

2. How I use your information

Your personal information will only be used to provide you with counselling services. I will not share your personal details with any other person or organisation without your knowledge and permission, unless there is a legal requirement, a child or adult safeguarding issue, or a perceived risk of harm.

3. Security

I will take all reasonable precautions to prevent the loss, misuse or alteration of the information you provide. Communications in connection with this service may be sent by email. For ease of use and compatibility, communications will not normally be sent in encrypted form, unless you specifically request this and give permission. Please note that email, unless encrypted, is not a fully secure means of communication. Whilst I take steps to keep my system and communications protected against viruses and other harmful effects, I cannot guarantee that all communications will be virus-free.

4. Confidentiality

All sessions will be conducted in confidence. The date, time, session number and brief notes will be documented.

Confidentiality will be maintained and applied to all records, except in the following circumstances:

• When you have given your permission to share information (for example, anonymised statistical data).
• When I am compelled to give evidence by a court of law.
• If there is a real possibility of harm to yourself or others.
• Safeguarding adults (adult protection).
• Safeguarding children (child protection).
• Offences involving children under the age of 18.
• In cases of terrorism, fraud or money laundering.

I also discuss my work in professional supervision to ensure safe and ethical practice. Any material shared is anonymised.

5. Your permission

I will seek your permission to:

• Contact you via your preferred method, and only leave a message with your consent.
• Share information outside of the exceptions listed above.
• Use anonymous details for continued professional development (case studies or training).
• Publish any marketing material such as case studies or testimonials, including those using a pseudonym.

6. Your rights over your personal data

You have the right to see the information I hold about you, and to request corrections, updates, or deletion of your records. You also have the right to restrict processing of your data and to request data portability, although the latter is rarely relevant in therapy. If you have any concerns about my use of your data, please contact me at annakingsley@hotmail.com.

I will do my utmost to resolve any concerns you may have. If these are not resolved to your satisfaction, you may contact the ICO (Information Commissioner’s Office).