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Privacy Policy

Last Updated: 16/02/2026

At Wise Minds Counselling, I am committed to protecting and respecting your privacy. This policy explains how I collect, use, and secure your personal data.

1/. Contact Details

I, Naomi Smith, am the "Data Controller" for Wise Minds Counselling.

  • Email: hello@wisemindscounselling.co.uk

  • ICO Registration Number: ZB900562

2. The Type of Data I Collect

I currently collect and process the following information:

  • Personal Identifiers: Name, date of birth, and contact information (email, phone number, address).

  • Emergency Contact: Name and number of a next of kin or GP.

  • Special Category Data: Notes from our therapy sessions, health history, and any mental health assessments.

  • Technical Data: IP address and cookies (if you use my website).

3. How I Get the Information and Why I Have It

Most of the personal information I process is provided to me directly by you for one of the following reasons:

  • To book Consultations, Causes or Workshops.

  • To carry out professional counselling services.

  • To process payments for services rendered.

Under the UK GDPR, the lawful bases I rely on for processing this information are:

  • Contract: To fulfill our agreement to provide therapy.

  • Legal Obligation: To comply with professional auditing or tax requirements.

  • Legitimate Interests: To provide the best possible care and maintain professional records.

  • Special Category Processing: I process health data under the condition of "provision of health or social care."

4. How I Store Your Personal Information

Your information is securely stored.

  • Digital Records: I use [Insert Software Name, e.g., WriteUpp / password-protected laptop] which uses industry-standard encryption.

  • Email/Phone: I use a secure, password-protected email and phone for all client communication.

  • Retention: I keep therapy notes for 7 years after our final session (in line with insurance and professional body guidelines). After this period, digital files are permanently deleted and paper records are cross-shredded.

5. Sharing Your Information

I will never sell your data or use it for marketing without your consent. I only share your information if:

  • I have your explicit consent to speak with another professional (e.g., your GP).

  • I am compelled by a court of law.

  • I believe there is a serious risk of harm to yourself or others (Safeguarding).

6. Your Data Protection Rights

Under data protection law, you have rights including:

  • Access: You can ask for copies of your personal information.

  • Rectification: You can ask me to correct information you think is inaccurate.

  • Erasure: You can ask me to erase your personal information (though I may be legally required to keep clinical notes for the retention period).

  • Object/Restrict: You can ask me to limit how I use your data.

7. How to Complain

If you have any concerns about my use of your personal information, you can make a complaint to me. You can also complain to the ICO if you are unhappy with how I have used your data: