Privacy Notice

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Last updated: 18th June 2026

This privacy notice explains how I collect, use and protect your personal information within my counselling practice. My intention is to be clear, transparent and respectful, so you can feel confident about how your information is held while we work together.

I am registered with the Information Commissioner’s Office (ICO) and follow UK data protection law, including the UK GDPR and the Data Protection Act 2018. My ICO registration number is ZB685776. If you would like a copy of my registration certificate, I’m happy to share it.

If you have any questions about this notice or how your information is handled, you can contact me at: Email: sabrina@wishing-you-well.co.uk

This notice applies to anyone who contacts me about counselling, current and former clients, and visitors to my website.

Information I collect

• When you reach out, I may collect:
• your name
• your email address
• your phone number
• anything you choose to include in your enquiry
• any preferences around contact or availability

If we arrange an initial call or begin counselling, I may also collect:

• your address
• your date of birth
• your GP details
• an emergency contact (where appropriate)
• relevant health or wellbeing information
• information about your background, relationships, identity, work, family and reasons      for seeking counselling
• brief clinical notes
• attendance, payment and appointment information
• correspondence between us

I only collect information that supports safe, ethical and professional practice.

How I use your information

I use your information to:

• respond to enquiries
• arrange appointments
• provide counselling
• keep appropriate clinical records
• manage payments and administration
• communicate with you about sessions
• meet legal, ethical and professional responsibilities
• manage risk or safeguarding concerns
• maintain insurance, tax and accounting records
• respond to data protection requests or complaints

I do not sell your information.

Confidentiality

Confidentiality is central to therapeutic work. What you share with me is held with care and respect. There are, however, some situations where I may need to share information. These include:

• if I believe there is a significant risk of harm to you or someone else
• if there is a safeguarding concern involving a child or vulnerable adult
• if I am required to do so by law or court order
• if disclosure is necessary to prevent or detect a serious crime
• if there is a medical emergency
• when I consult with my clinical supervisor (with identifying details minimised)

Where possible, I will discuss this with you first. There may be times when this is not possible or appropriate.

Clinical notes and records

I keep brief, proportionate notes to support safe and ethical practice. These usually include:

• session dates
• key themes
• relevant risk or safeguarding information
• essential administrative details

I do not use your name or the names of others in these notes.

How long I keep your information

I keep information only for as long as it is necessary and proportionate.

• Enquiry information is usually deleted within 6 months if counselling does not begin.
• Client records are kept for 7 years after counselling ends, in line with      insurance requirements.
• Financial records are kept for the period required for tax and accounting purposes.
• Emails, messages and administrative records are reviewed and deleted when no      longer needed.

In some situations - for example safeguarding, legal matters, insurance or complaints - I may need to keep information for longer.

How your information is stored

Paper records are stored in a locked filing cabinet.

Digital information may be stored in:

• Website: GoDaddy
• Email: GoDaddy/Microsoft Outlook
• Phone/messages: SMS and phone

I use appropriate security measures such as passwords, device security, restricted access and two‑factor authentication.

Online counselling

Online sessions take place via Microsoft Teams. I take reasonable steps to protect confidentiality on my side, and I ask that you choose a private space where you cannot be overheard or interrupted.

Online platforms may process technical information such as IP addresses or device data. You may wish to read the platform’s own privacy notice for more detail.

Use of AI tools

I do not record sessions, use transcription tools, or use AI tools to process therapy or supervision work. I do not enter client notes, client material, or any identifiable client information into AI systems. Any AI tools I use are for general practice tasks only and never involve client data.

Website visitors and cookies

When you visit my website, some technical information may be collected automatically (such as your IP address, browser type or pages visited) through hosting, security or analytics tools.

You can usually manage cookies through your browser settings. If I use cookies that require consent, the website will provide the appropriate notice and options.

Sharing your information

I will not share your information unless there is a clear, lawful and necessary reason. Depending on the situation, I may share limited information with:

• my clinical supervisor
• professional advisers such as an accountant, insurer or legal adviser
• my professional body (BACP & NCPS) if required
• safeguarding or emergency services, or your GP, where there is serious risk
• a court or legal authority
• my appointed clinical executor, if I die or become unable to contact clients

Where sharing is necessary, I share only what is relevant and proportionate. If information is transferred outside the UK, I ensure appropriate safeguards are in place.

Clinical will

I have a clinical executor who would contact current clients and manage records if I were unable to do so. They would only access the minimum information required and are bound by confidentiality.

Your rights

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

• be informed about how your data is used
• access your personal information
• request corrections
• request deletion in some circumstances
• restrict or object to certain processing
• raise concerns or complaints

Some rights have limits - for example, where information must be kept for legal, safeguarding or professional reasons.

If you wish to exercise your rights, please contact me. I will respond within 30 days, or let you know if more time is needed for complex requests.

Concerns or complaints

If you have concerns about how your information has been handled, you can contact me using the details above. Please include:

• your name
• the nature of your concern
• what you would like me to look into
• how you would prefer me to respond

If you are not satisfied with my response, you can contact the ICO:

Website: www.ico.org.uk 

Telephone: 0303 123 1113