Privacy Policy

Privacy Policy

Last updated: 1 July 2026

At Sandringham Therapeutic Counselling, I am committed to protecting your privacy and handling your personal information securely, fairly and transparently.

This Privacy Policy explains what personal information I collect, why I collect it, how I use it, how I keep it secure, and your rights under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

1. Who I am

Sandringham Therapeutic Counselling is a private counselling practice based in the United Kingdom.

Data Controller

Joanne Memory
Sandringham Therapeutic Counselling

Website: https://www.sandringhamtherapeuticcounselling.co.uk

Email: jo.memorystc@yahoo.com

ICO Registration Number: ZB547048

If you have any questions about this Privacy Policy or how I process your personal information, please contact me using the details above.

2. The information I collect

Depending on your contact with my practice, I may collect:

Personal information

• Name
• Email address
• Telephone number
• Postal address (where appropriate)
• Emergency contact details

Therapy information

This includes information you choose to share during:

• Initial enquiries
• Consultation calls
• Assessment forms
• Counselling sessions
• Emails or written correspondence

This information may include details about your mental or physical health, personal circumstances and wellbeing. This is known as Special Category Personal Data and receives additional protection under UK data protection law.

Website information

When you visit my website, I may collect:

• IP address
• Browser type
• Device information
• Pages visited
• Cookie preferences
• Anonymous website analytics

3. How I collect your information

I collect information when you:

• contact me by email or telephone;
• complete a contact form on my website;
• arrange counselling sessions;
• complete assessment or intake forms through WeAreKiku;
• sign your counselling agreement electronically;
• attend counselling sessions;
• visit my website.

4. Why I collect your information

I use your personal information to:

• respond to enquiries;
• arrange appointments;
• provide safe and effective counselling;
• maintain appropriate clinical records;
• meet professional, ethical and legal obligations;
• protect clients where safeguarding concerns arise;
• improve the security and performance of my website;
• manage my counselling practice efficiently.

I never sell your personal information.

I will only use your information for marketing if you have given your consent.

5. My lawful basis for processing

Under UK GDPR, I process personal information using one or more of the following lawful bases:

• Contract – to provide counselling services.
• Legitimate Interests – to respond to enquiries and manage my practice effectively.
• Legal Obligation – where I must comply with legal, safeguarding or regulatory requirements.
• Consent – where consent is specifically required, such as for marketing communications.

Because counselling involves information about your health and wellbeing, I only process this information where UK data protection law allows me to do so and where appropriate safeguards are in place.

6. Confidentiality

Confidentiality is fundamental to counselling.

Everything you discuss with me will remain confidential unless:

• you give permission for information to be shared;
• there is a serious concern about your safety or the safety of another person;
• disclosure is required by law or a court order;
• disclosure is necessary to meet safeguarding responsibilities or professional ethical obligations.

Wherever possible, I will discuss any need to share information with you before doing so.

7. Who I may share your information with

I only share personal information where it is necessary and appropriate.

This may include:

• my clinical supervisor (using anonymised information wherever possible);
• WeAreKiku, which securely manages appointments, intake forms and counselling agreements;
• Google (Gmail) and Yahoo Mail for email correspondence;
• Microsoft 365 for secure document creation and storage;
• Zoom for online counselling sessions;
• my professional indemnity insurer or accountant where necessary;
• emergency services, healthcare professionals or relevant authorities where safeguarding or legal obligations require disclosure;
• courts or regulators where disclosure is required by law.

These organisations only process personal information where necessary to provide their services and are required to protect your information appropriately.

I never sell your personal information.

8. International transfers

Some of the service providers I use, including Google, Microsoft, Yahoo, Zoom and WeAreKiku, may process or store personal information outside the United Kingdom.

Where this happens, appropriate legal safeguards approved under UK data protection law are in place to protect your personal information.

9. How I keep your information secure

I take appropriate technical and organisational measures to protect your personal information.

These include:

• password-protected devices;
• secure electronic storage;
• restricted access to records;
• secure online practice management systems;
• keeping therapy notes separate from contact information where appropriate;
• secure disposal of records when they are no longer required.

If a personal data breach is likely to put your rights or freedoms at risk, I will meet my legal obligations, including notifying the Information Commissioner's Office (ICO) and affected individuals where required.

10. How long I keep your information

Client records are normally retained for seven years after counselling has ended, in line with professional guidance, insurance requirements and legal obligations.

After this period, records are securely destroyed unless I need to retain them for legal, insurance or regulatory reasons.

11. Your rights

Under UK GDPR, you have the right to:

• request access to the personal information I hold about you (sometimes called a Subject Access Request);
• request that inaccurate or incomplete information is corrected;
• request deletion of your information where applicable;
• request that processing is restricted in certain circumstances;
• object to certain types of processing;
• request a copy of your information in a portable format where applicable;
• withdraw your consent where consent is the lawful basis for processing.

I will normally respond to requests within one month.

12. Automated decision-making

I do not use automated decision-making or profiling when providing counselling services.

13. Complaints

If you have concerns about how I handle your personal information, I encourage you to contact me first so that I have the opportunity to resolve the matter.

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

14. Cookies

My website uses cookies to help it function correctly and improve your experience.

Essential cookies are used to ensure the website operates properly.

Where non-essential cookies, such as analytics cookies, are used, they will only be placed with your consent.

You can also manage cookies through your browser settings at any time.

15. Third-party websites

My website may contain links to external websites.

I am not responsible for the privacy practices or content of those websites and recommend that you read their own privacy policies.

16. Changes to this Privacy Policy

I may update this Privacy Policy from time to time to reflect changes in legislation, guidance or the way my practice operates.

Any updates will be published on this page together with the revised "Last updated" date.

Contact

If you have any questions about this Privacy Policy or how your personal information is handled, please contact:

Jo Memory
Sandringham Therapeutic Counselling

Email: jo.memorystc@yahoo.com

Website: https://www.sandringhamtherapeuticcounselling.co.uk