Privacy Policy

Privacy Policy

Effective Date: 1 March 2025
Last Updated: 17 June 2026

1. Introduction

At Charlotte Dinnis Counselling, I am committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how I 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.

Charlotte Dinnis Counselling is the data controller for the personal information collected in connection with counselling services.

2. Information I Collect

I may collect and process the following categories of personal information:

Name, address, telephone number and email address
Date of birth
Emergency contact details
GP details (where appropriate)
Health information relevant to counselling services
Session notes and assessments
Payment and billing information
Appointment records and correspondence
Any other information you choose to share during counselling sessions or communications

3. How I Use Your Information

Your personal information is used to:

Provide counselling services
Arrange and manage appointments
Communicate with you regarding your therapy
Maintain accurate records in accordance with legal, ethical and professional requirements
Process payments and invoices
Manage risk and safeguarding concerns
Comply with legal obligations

4. Lawful Basis for Processing

Under UK GDPR, I process your personal data on the following lawful bases:

Article 6(1)(b) – Contract: processing is necessary for providing counselling services.
Article 6(1)(c) – Legal obligation: processing is necessary to comply with legal requirements.
Article 6(1)(f) – Legitimate interests: processing is necessary to provide safe and effective counselling services.

As counselling involves special category health data, processing is also carried out under Article 9(2)(h) for the provision of health or social care and related services.

5. Confidentiality and Information Sharing

Everything discussed in counselling is treated confidentially. Information will only be shared where necessary:

With your explicit consent
If required by law, including court orders
Where there are safeguarding concerns or a risk of serious harm to yourself or others
For professional supervision, where information is anonymised as far as possible
I may also be required to disclose information where there is a legal or ethical duty to do so.

6. Online Counselling and Data Security

Online sessions are conducted using secure video platforms. Sessions are not to be recorded unless agreed in advance.

Electronic records are stored securely using password protection and encryption where available. Paper records, where used, are stored securely and accessible only to me.

I implement appropriate administrative, technical and physical safeguards to protect personal information from unauthorised access, disclosure, alteration or loss.

7. Data Retention

Client records are retained for seven years from the date of the final contact or session, after which they are securely destroyed or anonymised.

Where legal, safeguarding or insurance requirements apply, records may be retained for longer where necessary.

8. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate information
Request erasure of your data where applicable
Restrict or object to processing
Request data portability where appropriate
Withdraw consent where processing relies on consent
Lodge a complaint with the Information Commissioner's Office (ICO)

Further information about your rights can be found at www.ico.org.uk.

Subject Access Requests will normally be responded to within one month in accordance with UK GDPR requirements.

9. Data Protection Complaints

If you have concerns about how your personal information has been handled, please contact me using the details below.

I will acknowledge complaints within 30 days and aim to resolve them without undue delay.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

10. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time. The most recent version will be available on my website and will take effect immediately upon publication.

11. Contact Information

Charlotte Dinnis Counselling
Queensgate House
48 Queen Street
Exeter
EX4 3SR

Email: info@charlottedinniscounselling.co.uk

This Privacy Policy is designed to comply with applicable data protection laws, including the General Data Protection Regulation.