Privacy

Privacy Notice

Introduction

Paula Cook Counselling is committed to protecting your privacy and handling your personal information in a transparent, secure and lawful manner. This privacy notice explains how I collect, use, store and protect your personal data when you contact me, enquire about counselling services, or engage in counselling sessions.

I comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance issued by the Information Commissioner's Office (ICO).

Data Controller

Paula Cook Counselling is the Data Controller responsible for your personal information.

Contact Details:

Paula Cook Counselling

Email: paula@paulacookcounselling.co.uk

Telephone: 07986 728844

Website: www.paulacookcounselling.co.uk

Information We Collect

I may collect and process the following personal information:

Name, address, telephone number and email address.
Emergency contact details where appropriate.
Information relating to your physical and mental health, wellbeing and counselling needs.
Session notes and records relevant to the counselling service provided.
Information provided through enquiries, contact forms, emails or telephone calls.
Website usage information collected through cookies and analytics tools where applicable.

Special Category Data

Information relating to your physical or mental health is classified as Special Category Data under UK GDPR. I process this information only where necessary to provide counselling services and in accordance with legal requirements and professional ethical standards.

Lawful Basis for Processing

I process your personal data under one or more of the following lawful bases:

Contract: to provide counselling services requested by you.
Legitimate Interests: to manage and operate the counselling practice effectively.
Legal Obligation: where I am required to comply with legal or regulatory requirements.
Special Category Data Condition: provision of health and counselling services and safeguarding obligations where applicable.

How I Use Your Information

I use your information to:

Respond to enquiries and arrange appointments.
Provide counselling services.
Maintain professional records.
Manage payments and administration.
Comply with legal, ethical and professional obligations.
Protect clients and others where safeguarding concerns arise.

Confidentiality and Disclosure

Information shared during counselling is treated confidentially. However, confidentiality may be breached where:

There is a serious risk of harm to you or another person.
Disclosure is required by law or court order.
Safeguarding concerns arise involving a child or vulnerable adult.
Professional supervision is undertaken in accordance with ethical counselling practice. Identifying information is minimised wherever possible.

Data Storage and Security

I take appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse or disclosure.

I am registered with the Information Commissioners Office. Registration number ZA341455

Records may be stored securely in electronic

and/or paper format and are accessible only to authorised persons. I do not record specifics of what we discuss, just the general themes of each session.

Data Retention

Client records are retained only for as long as necessary to meet professional, legal, insurance and regulatory requirements. Records are then securely deleted or destroyed.

Your Rights

Under UK data protection law, you have the right to:

Access your personal information.
Request correction of inaccurate information.
Request erasure of your information in certain circumstances.
Restrict or object to processing in certain circumstances.
Request transfer of your information where applicable.
Withdraw consent where consent is the lawful basis relied upon.

Some rights may be limited where legal, safeguarding, insurance or professional obligations apply.

Cookies and Website Data

My website may use cookies and analytics technologies to improve website functionality and understand how visitors use the site. You can control cookie preferences through your browser settings.

Complaints

If you have concerns about how your personal information is handled, please contact Paula Cook Counselling in the first instance. To raise a data protection concern, please contact me at paula@paulacookcounselling.co.uk. I will acknowledge your concern within 30 days and respond as promptly as possible. If you remain dissatisfied, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk

Professional Executor and Continuity Arrangements

In order to ensure appropriate continuity of care and professional management of client records in unforeseen circumstances, such as my serious illness, incapacity, or death, my clinical supervisor/professional executor may have access to limited client information, including your name and contact details. This access would only occur where necessary to inform you of the situation, provide information about the closure or transfer of services, and ensure that client records are managed in accordance with professional, ethical and legal obligations. My supervisor/professional executor is bound by the same standards of confidentiality and data protection that apply to my counselling practice and will only process your information for these specific purposes.

Changes to this Privacy Notice

This privacy notice may be updated from time to time to reflect changes in legal requirements, professional guidance or practice procedures.

Last Updated: June 2026

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