Privacy Policy

Last Updated: 15/06/26

1. Introduction

This Privacy Policy explains how JFD counselling ("I", "me", "my") collects, uses, stores, protects and shares your personal information when you visit jfdcounselling.uk, submit an enquiry, book appointments, or engage in counselling services.

I am committed to protecting your privacy and handling personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and where applicable, the EU General Data Protection Regulation (EU GDPR).

My counselling services are currently intended for adults aged 18 years and over.

2. Data Controller

For the purposes of applicable data protection legislation, JFD counselling is the Data Controller responsible for deciding how personal information is collected, used and stored.

For privacy-related enquiries, please contact:

Email: jfd_counselling@outlook.com

3. Information I Collect

Information Provided Through Enquiries and Bookings

When you contact me or make an appointment, I may collect:

• Name

• Email address

• Telephone number

• Information voluntarily included in enquiry forms or booking forms

Information Collected During Counselling

Where counselling services are provided, I may collect:

• Date of birth

• Emergency contact details

• GP details

• Relevant health and wellbeing information

• Session notes and records relating to our therapeutic work

• Correspondence relating to appointments and counselling services

Payment Information

Payments are processed by secure third-party payment providers. I do not store full payment card details.

Website Usage Information

When you visit my website, certain technical information may be collected automatically, including:

• IP address

• Browser type and version

• Device information

• Pages viewed

• Website usage patterns

• Cookie information

4. Special Category Data

As a counsellor, I may process special category personal data relating to physical or mental health where relevant to the counselling relationship.

This information is treated as confidential and is processed only where necessary for the provision of counselling services, professional obligations, safeguarding responsibilities, and compliance with applicable laws.

5. How I Use Personal Information

Personal information may be used to:

• Respond to enquiries

• Arrange and manage appointments

• Provide counselling services

• Maintain client records

• Communicate regarding appointments and therapeutic work

• Process payments

• Comply with legal, ethical and professional obligations

• Maintain website functionality and security

• Improve website performance and user experience

6. Legal Basis for Processing

Personal information is processed under one or more of the following lawful bases:

• Performance of a contract

• Legitimate interests

• Compliance with legal obligations

• Explicit consent where required

Special category health information is processed for the provision of counselling and therapeutic support and in accordance with applicable data protection legislation.

7. Professional and Ethical Responsibilities

I am a member of the British Association for Counselling and Psychotherapy (BACP) and work in accordance with the BACP Ethical Framework.

As part of professional practice, I maintain records and may retain information where necessary to meet ethical, insurance, professional, legal and regulatory obligations.

Further details regarding confidentiality are provided within the counselling agreement issued before therapy begins.

8. Sharing Information

Personal information is never sold to third parties.

Information may be shared only where necessary with:

• Professional supervisors

• Professional advisers

• Insurers

• Legal, regulatory or safeguarding authorities where required

• Emergency services where there is a serious concern regarding safety

• Service providers supporting the operation of my practice

These service providers may include website hosting, appointment scheduling, email communication, video conferencing, website analytics and payment processing providers.

Information shared with third-party providers is limited to what is reasonably necessary for them to perform their services.

9. International Data Transfers

As I work with clients internationally and use third-party service providers, personal information may be transferred to or stored in countries outside the United Kingdom or European Economic Area.

Where such transfers occur, reasonable steps are taken to ensure appropriate safeguards are in place to protect personal information.

10. Data Retention

Personal information is retained only for as long as reasonably necessary.

Typical retention periods include:

Enquiries That Do Not Become Clients

Up to 12 months from the date of the last contact.

Client Records and Therapy Notes

Seven years following the end of counselling services.

Financial Records

Six years following the relevant tax year or longer where required by law.

Information may be retained for longer periods where necessary to comply with legal obligations, insurance requirements, professional responsibilities, or the defence of legal claims.

11. Security

Reasonable technical and organisational measures are used to protect personal information against unauthorised access, disclosure, loss, misuse or alteration.

While every effort is made to protect information, no internet-based system can be guaranteed completely secure.

12. Cookies and Analytics

This website uses cookies and similar technologies to support website functionality and improve user experience.

Cookies may be used to:

• Enable essential website functions

• Support appointment booking functionality

• Improve website performance

• Analyse visitor interactions with the website

• Monitor website traffic and usage patterns

This website uses analytics tools to help understand how visitors use the website, improve performance, and enhance the user experience. Analytics information is generally collected in an aggregated form and is not used to identify individual visitors.

You can manage cookie preferences through your browser settings and any cookie consent tools provided on the website.

Further information is available in the Cookie Policy.

13. Your Rights

Depending on your location and applicable law, you may have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request deletion of information in certain circumstances

• Restrict processing

• Object to processing

• Withdraw consent where consent is relied upon

• Request data portability where applicable

Requests can be made by contacting:

Email: jfd_counselling@outlook.com

14. Complaints

If you have concerns regarding the handling of your personal information, I encourage you to contact me first so that I can attempt to resolve the issue.

Individuals in the United Kingdom may also lodge a complaint with the Information Commissioner's Office (ICO).

15. Website Enquiries

Please avoid including detailed sensitive personal information in initial website enquiries.

Information submitted through website contact forms will be used only to respond to your enquiry and assess whether counselling services may be appropriate.

16. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements, professional obligations, technology, or practice procedures.

The most recent version will always be available on this website.