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Privacy Policy - Counselling & Clinical Supervision Services

Last updated: 20 July 2026

Introduction

I am the data controller for the personal information processed in connection with my counselling and clinical supervision services.

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I am committed to protecting your privacy and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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I work in accordance with the ethical standards and professional requirements of my professional membership body, including the British Association for Counselling and Psychotherapy (BACP) Ethical Framework.

Data controller details

Name: Rhian Stanton
Email: rhianstantonsupervision@hotmail.com
Phone: 07507 275365
ICO Registration Number: ZC185839

1. What information I collect

I may collect and process the following information:

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  • Your name and contact details

  • Address

  • Emergency contact information

  • GP details (optional but recommended for safety)

  • Brief therapeutic session notes

  • Emails or messages you send me

  • Payment information (not card details)

  • Any information you choose to share during counselling or supervision
     

Payment information is collected only for managing fees and appointments. I do not store card details.

2. Lawful basis for processing

Under UK GDPR, I rely on the following lawful bases:

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Contract
To provide counselling and supervision services and manage our professional relationship.

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Legitimate interests
To maintain appropriate professional records, support safe practice and manage my service effectively.

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Legal obligation
Where disclosure is required by law, safeguarding duties or a court order.

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Vital interests
Where there is a risk of serious harm to you or another person.

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Information relating to your health and wellbeing is classed as special category data under UK GDPR. This information is processed under Article 9(2)(h) UK GDPR as necessary for the provision of counselling and therapeutic services, alongside appropriate confidentiality and safeguarding obligations.

3. How your information is used

Your information is used to:

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  • Arrange and provide counselling or supervision sessions

  • Keep appropriate professional notes

  • Contact you regarding appointments

  • Maintain professional and legal records

  • Support safeguarding responsibilities where necessary

4. Confidentiality and sharing information

Everything you share in counselling or supervision is confidential except where:

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  • There is a serious risk of harm to you or someone else

  • There is a safeguarding concern involving a child or vulnerable adult

  • You disclose information relating to terrorism or where there is a legal obligation to disclose information relating to serious crime

  • I am required by a court order to share information

  • I discuss anonymised material within professional supervision

 

Where possible, I will discuss any necessary disclosure with you first unless it is unsafe or inappropriate to do so.

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Professional Supervision

As part of maintaining safe and ethical practice, I attend regular professional supervision. Where client or supervisee work is discussed, information is anonymised wherever possible and only information necessary for safe and effective practice is shared.

5. Storage and security

I take appropriate steps to keep your personal information secure.

Storage Area

Mac computer (local storage)

Clinical records, session
notes and assessments

Purpose

Security controls

FileVault full disk encryption,
strong password protection and automatic screen lock

Microsoft Outlook / Hotmail

Client communication and appointment management

Password protected account, two-factor authentication where available, practitioner-only access

Paper records

Clinical notes (where used

Stored securely in a locked cabinet with access restricted to me only

iPhone (Apple)

Contact details and scheduling reminders only

Device passcode/Face ID, automatic lock enabled,
encrypted device storage

Apple Notes

Administrative
reminders only

No clinical records or sensitive client information stored

Only I have access to your counselling and supervision records unless information needs to be shared for the reasons explained in the confidentiality section above.

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Data breaches

If I become aware of a personal data breach, I will assess the risk and take appropriate action. Where required under UK GDPR, I will notify the Information Commissioner’s Office (ICO) and affected individuals.

6. Retention

Counselling and supervision records are retained for 7 years after the end of therapeutic work, in line with professional guidance and good practice.

Records will be securely deleted or destroyed after this period unless there is a legal or professional reason to retain them for longer.

7. Your rights

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

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  • Access your personal data

  • Correct inaccurate information

  • Request deletion in certain circumstances

  • Restrict processing

  • Object to processing

 

If you have concerns about how your personal data has been handled, please contact me first so I can try to resolve the matter.

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Please include:

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  • Your name and contact details

  • A description of your concern

  • Relevant dates or correspondence

  • The outcome you are hoping for
     

I will:

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  • Acknowledge your complaint in writing within 30 days

  • Investigate the matter carefully

  • Respond clearly and explain any actions taken
     

If your concern cannot be resolved, you have the right to contact the Information Commissioner’s Office (ICO):
 

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113

8. Website and online sessions

If you contact me through my website, email or an online platform, limited information may be collected through cookies or website functions (please see my Cookie Policy).

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Online counselling and supervision sessions may be conducted using secure online platforms, including Doxy.me or Microsoft Teams.

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I take reasonable steps to ensure online sessions are conducted securely.

I do not record counselling or supervision sessions.

9. Contact

For any questions about this Privacy Notice or how your information is handled, please contact:

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Email: rhianstantonsupervision@hotmail.com
Phone: 07507 275365

Cookie Policy – Counselling Website

Last updated: 20 July 2026

This Cookie Policy explains how cookies and similar technologies are used on my website. It should be read alongside my Privacy Notice.

1. What are cookies?

Cookies are small text files placed on your device when you visit a website. They help websites function correctly and can help improve website performance.

2. Types of cookies used

My website may use:
 

Strictly necessary cookies
These are required for the website to function properly and do not
require consent.
 

Analytics or performance cookies (if enabled)
These help understand how visitors use the website and are only used with
your consent.

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Functionality cookies (if used)
These remember preferences and are only used with your consent.

3. Third party cookies

Some website services, such as hosting providers, analytics tools or embedded content, may place cookies.

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Any non-essential cookies will only be used with your consent.

4. Cookie consent

When you first visit the website, you may be given the option to:
 

  • Accept optional cookies

  • Reject optional cookies

  • Manage cookie preferences
     

You can change your preferences at any time through your browser settings or cookie settings where available.

5. Managing cookies

You can control cookies through your browser settings, including blocking or deleting cookies.

6. Changes to this policy

This Cookie Policy may be updated from time to time to reflect changes in website use or legal requirements.

7. Contact

For questions about cookies or this policy:
 

Email: rhianstantonsupervision@hotmail.com
Phone: 07507 275365

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