Privacy Policy

Privacy Policy

I’m committed to protecting your privacy and handling your personal information with care, transparency and respect. This policy explains what information I collect, why I collect it, how it’s used, and the choices you have.

If you have any questions, you’re always welcome to contact me at: lucy@soulspace-counselling.co.uk

Who I am

Soul Space Counselling

Counsellor: Lucy 

Email: lucy@soulspace-counselling.co.uk

Registered with the Information Commissioner’s Office (ICO) Reference: ZB897701

What information I collect

I only collect the information I need to offer safe, ethical counselling. This may include:

When you make an enquiry:

• your name

• contact details (email / phone, depending on what you provide)

• any brief information you choose to share about what brings you to therapy

If you begin therapy:

• personal details (age, GP surgery, emergency contact, address)

• relevant background information shared during sessions

• session notes (brief, factual and securely stored)

• records of payment

I only collect what is necessary for counselling and do not gather data I don’t need.

Why I collect this information

Your information is used to:

• respond to your enquiry

• provide counselling safely and ethically

• maintain secure, appropriate records

• arrange sessions and process payments

• contact you regarding appointments

• meet legal and professional obligations (BACP, insurance, ICO)

I do not use your data for marketing.

How your information is stored

Your information is stored securely using encrypted, password-protected systems.

• Emails are stored in my secure business email (Google Workspace)

• Notes and personal details are kept in an encrypted, password-protected digital format

• Payment information is stored securely by your bank and is not held by me

• Your information is never printed, shared or accessed by anyone else

I review my systems regularly to ensure they remain secure.

How long I keep your information

In line with insurance and professional guidelines, I keep your records for 7 years after our work ends. After that, they are permanently deleted.

Enquiries from people who do not begin therapy are deleted after 30 days.

Your rights

You have the right to:

• access the information I hold about you

• ask for corrections if anything is inaccurate

• request that your data is deleted (where legally possible)

• withdraw consent for me to contact you

• ask how your data is being used

You won’t be charged for making a request, and I will respond within one month. To exercise any of these rights, email me. 

Confidentiality

Everything you share in counselling is confidential, with a few legal and ethical exceptions, such as:

• if there is significant risk of harm to you or someone else

• if required by a court of law

• if safeguarding concerns arise

Where possible, I will always discuss this with you first.

Your information & third parties

I do not sell or share your information with outside organisations.

The only third parties I use are trusted, secure services that support my work, for example:

• Google Workspace (email, document storage)

• Video platforms for online sessions (Zoom or Google Meet)

• Accounting or payment services (your bank / Square if used later)

All providers comply with UK GDPR standards.

Website

My website may collect basic, anonymous data for security and performance (e.g., how many people visit a page).

No tracking cookies are used unless explicitly stated.

If you use my contact form, the details you enter are sent directly to my secure email.

If you have a concern

If you ever have a concern about how your information is handled, please contact me first — I will always try to resolve it.

You also have the right to contact the ICO directly: www.ico.org.uk

A gentle final note

Your privacy and trust really matter. I treat your information with the same care I bring into the therapy room — respectfully, transparently and with your wellbeing at the centre.

⚘