This Privacy Policy explains how [Practice legal name] ("we", "us", "our") collects, uses, stores and protects your personal information when you contact us, enquire about our services, or work with us as a counselling or coaching client.
We take your privacy seriously, particularly given the sensitive nature of the work we do. This policy is intended to be clear and transparent about how your information is handled. It is governed by [applicable data protection law, e.g. UK GDPR & the Data Protection Act 2018].
Who we are
For the purposes of data protection law, the data controller is [Practice legal name], [registered address / location]. If you have any questions about this policy or how your information is handled, you can contact us at [contact email].
[If applicable: We are registered with [data protection regulator, e.g. the ICO] under registration number [number].]
The information we collect
Depending on how you interact with us, we may collect:
- Contact details — your name, email address and phone number.
- Enquiry information — anything you choose to share when you contact us or complete our enquiry form.
- Session information — brief, securely held notes that support continuity of your care or coaching.
- Health and wellbeing information — where relevant to counselling or coaching, you may share sensitive information about your health, circumstances or experiences. This is treated as special category data (see below).
- Technical information — [if the website uses analytics or cookies, describe briefly here; otherwise state that the site collects no analytics data].
How we use your information
We use your information to:
- respond to your enquiry and arrange an initial conversation;
- provide and manage your sessions;
- keep appropriate and secure records;
- communicate with you about appointments or your care;
- meet our legal, regulatory and professional obligations.
Our lawful bases for processing are typically your consent, the performance of a contract with you, and our legitimate interests in running the practice responsibly. [Confirm the lawful bases that apply to your practice.]
Special category (health) data
Counselling and coaching can involve information about your mental and physical health. Where we process this kind of sensitive information, we rely on your explicit consent and, where applicable, the provision of health or social care. You can withdraw your consent at any time, and we will explain what that means for our work together.
Sharing your information
We do not sell your information, and we will never share it casually. We may share limited information in the following circumstances:
- with a clinical supervisor, in anonymised form wherever possible, as part of maintaining professional standards;
- where there is a serious risk of harm to you or another person, or a safeguarding concern (see our Confidentiality statement);
- where we are required to by law or a court order;
- with trusted service providers who help us operate (for example [email, scheduling or payment providers]), under appropriate data protection terms.
Storage, security and international transfers
Your information is stored securely, and access is limited to those who need it to support your care. We use [describe storage, e.g. encrypted, password-protected systems]. Where your information is stored or processed outside [your country / region], we take steps to ensure it remains protected to an equivalent standard.
How long we keep your information
We keep your information only for as long as necessary. Counselling and coaching records are typically retained for [retention period, e.g. X years] in line with professional guidance and any legal requirements, after which they are securely destroyed.
Your rights
Subject to applicable law, you have the right to:
- access the personal information we hold about you;
- ask us to correct inaccurate information;
- ask us to delete your information in certain circumstances;
- restrict or object to certain processing;
- withdraw consent at any time;
- complain to [the relevant data protection regulator].
To exercise any of these rights, please contact us at [contact email].
Cookies and website analytics
[Describe any cookies or analytics used by the website. If none are used, state that the website does not use tracking cookies.]
Changes to this policy
We may update this policy from time to time. The latest version will always be available on this page, with the date it was last updated shown above.
Contact us
If you have any questions about this Privacy Policy or your information, please contact us at [contact email] or [phone number].
This policy is a starting template and should be reviewed and tailored to your practice and jurisdiction, ideally with professional advice, before launch. Replace all highlighted placeholders with your own details.