Privacy Policy

Nell Harvey Counselling is committed to protecting your privacy and handling your personal information in a lawful, fair and transparent way in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018. This statement explains what personal data is collected, why it is collected, how it is stored and how you can exercise your rights.

The data controller is Nell Harvey, trading as Nell Harvey Counselling, nell@nellharveycounselling.com 0780 872 5392. As a sole-trader counselling practitioner, Nell Harvey is responsible for deciding how and why your personal data is used and for ensuring it is kept safe.

The practice collects and stores information that is necessary to provide counselling safely and effectively, which may include:

• Basic contact details (name, address, phone number, email)
• Date of birth and emergency contact details
• GP name and contact details
• Relevant medical and mental health information you choose to share
• Brief notes about each counselling session
• Administrative information such as invoices, payment records and appointment history

Only information that is relevant to your care and to the management of the service is collected.

Your personal information is processed on the following lawful bases under UK GDPR:

• “Contract”: to provide you with counselling services and to manage appointments and payments
• “Legitimate interests”: to maintain records, manage the service and respond to queries or complaints
• “Legal obligation”: to comply with legal and regulatory requirements (for example, tax law or safeguarding duties)
• “Vital interests”: in rare situations where sharing information may be required to protect you or another person from serious harm

Where you consent to specific contact (for example, receiving appointment reminders by email or text).  This consent can be withdrawn at any time.

Your information is used to:

• Arrange and provide counselling sessions
• Keep appropriate clinical records in line with professional and ethical requirements
• Communicate with you about appointments, cancellations and related administrative matters
• Maintain accounts and records for tax and insurance purposes
• Monitor the quality of the service and respond to any concerns or complaints

Your data is not used for direct marketing and is not sold to third parties.

Everything discussed in counselling sessions is treated as confidential. Information will only be shared in the following limited circumstances:

• With your explicit consent, for example if you request that information is shared with your GP or another professional
• Where there is a serious risk of harm to you or to another person, including safeguarding concerns about a child or vulnerable adult
• Where required by law or a court order
• In professional supervision, where work is discussed in a way that does not identify you personally

Supervisors and any other professionals involved are likewise bound by professional and confidentiality requirements.

Paper records (for example, signed forms or written notes) are stored in a locked cabinet in a secure location. Electronic records (for example, emails, documents or calendar entries) are stored on password-protected devices and, where possible, encrypted storage or reputable, secure services are used. Reasonable steps are taken to protect your information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

Client records are typically kept for 7 years after the end of therapy, after which they are securely destroyed or deleted. The retention period may be longer where required by law or by professional indemnity insurers. Information that is no longer needed is disposed of securely.

Under UK data protection law, you have a number of rights, including:

• The right to be informed about how your data is used
• The right of access to the personal data held about you
• The right to request correction of inaccurate or incomplete data
• The right to request erasure of your data in certain circumstances
• The right to restrict or object to certain kinds of processing
• The right to data portability in certain circumstances
• The right to withdraw consent where processing is based on consent

To exercise any of these rights, please contact [Your Name] using the details above. A response will usually be provided within one month.

If you have concerns about how your personal data has been handled, you are encouraged to raise these directly with Nell Harvey in the first instance so that they can be addressed. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection regulator, at www.ico.org.uk or by calling 0303 123 1113.