Privacy Policy

Last updated: 19th June 2026

Your privacy matters. This policy explains how your personal information is handled in line with UK GDPR and the Data Protection Act 2018 (as amended), including your rights under the Data (Use and Access) Act 2025

1. Who I Am

I am a sole practitioner providing counselling and psychotherapy services to adults across the UK.

For the purposes of data protection law, I am the Data Controller of your personal information.

2. What Information May Be Collected

If you contact me, I may collect:

  • Your name

  • Email address

  • Telephone number

  • Information you choose to share in your message. If we begin working together, additional information relevant to our sessions may be held securely as part of professional record-keeping.

3. How Your Information Is Used

Your information is used to:

  • Respond to your enquiry

  • Arrange and manage appointments

  • Provide counselling and psychotherapy services

  • Meet professional and legal responsibilities

  • Your information is never sold, shared for marketing, or used for advertising.

4. Lawful Basis for Processing

Your information is processed under:

  • Legitimate interests (responding to enquiries)

  • Contract (when sessions are agreed)

  • Legal obligation (where required)

5. Confidentiality and Record Keeping

Information shared within counselling is treated with respect and confidentiality. Records are stored securely using password-protected and encrypted systems where possible. Paper records (if any) are kept in locked storage.

6. How Long Information Is Kept

If you contact me but do not proceed with counselling, your enquiry details are usually deleted within 3–6 months. If you become a client, records are retained in line with professional guidance (typically 7 years).

7. Website Hosting (Squarespace)

This website is hosted by Squarespace. When you submit a contact form, your information is processed through Squarespace’s secure servers.Squarespace may store data outside the UK. Appropriate safeguards are in place in line with GDPR requirements.The website may automatically collect limited technical information such as IP address and browser type for performance and analytics purposes. This helps maintain and improve the website. It does not personally identify you for marketing purposes.

8. Cookies

Essential cookies are used to ensure the website functions correctly. You can manage cookie preferences through your browser settings or via the website cookie banner.

9. How Long Information Is Kept

If you contact me but do not proceed with counselling, your enquiry details are usually deleted within 3–6 months. If you become a client, records are retained in line with professional guidance (typically 7 years).

10. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your data

  • Request correction of inaccurate information

  • Request deletion (where legally possible)

  • Restrict processing

  • Lodge a complaint with the Information Commissioner’s Office (ICO) website, with whom this practice is registered. https://www.ico.org.uk

11. How to Make a Complaint

If you have concerns about how your personal data is handled, you have the right to make a complaint. I encourage you to contact me first so I can try to resolve the matter promptly and fairly.

I will acknowledge your complaint within 2 working days and aim to respond fully within 7 days. If more time is needed, I will let you know.

If you are not satisfied with my response, you can escalate your complaint to the Information Commissioner’s Office (ICO). https://www.ico.org.uk

Raising a complaint will not affect your other rights under data protection law.

12. Questions About Your Data

If you have any questions about how your information is handled, you are welcome to contact me at: rosie.oaktreecounselling@gmail.com