Privacy Policy

I understand how important your privacy is. I take care to maintain your confidentiality in accordance with current data protection laws (GDPR, 2018; which is retained in domestic law as the UK GDPR and henceforth the term GDPR, 2018 will be used in this document, including the updates from 2026) and the ethical guidelines of NCPS and UKCP. These guidelines have been set up to protect your confidential material and ensure that I always conduct myself with professionalism and integrity.

In order to provide you with the best service possible, I will hold your personal contact details and records of your therapy sessions. Please find below important information about how this information will be held and used.

Your personal information

I use the secure, encrypted and with password and 2way authentifcation protected practice management platform, Google Workspace, to collect and store your personal data. At the point of booking your initial consultation with me, you will be asked for your personal contact information, for example your name, address, email address and telephone number and you may also choose to share details of the issues you are looking for help with.

Your contact information is stored securely in Google Workspace. 

In order to be able to fulfil my duty of care to you, in your initial consultation or first session, I will ask you for contact information for your GP and elected Emergency Contact person. These details will be stored securely with a 2way authentification on Google Workspace and will only be accessible to me.

This personal information will be held for the duration of your therapy after which it will be deleted from my database.

Please note that I will need to keep a record of your name and client reference number for seven years after the end of your therapy, so that we can respond effectively to any potential requests regarding your clinical notes and treatment.

I will never pass on your contact details to any third party organisations for the purposes of sales, marketing or research and will never use your personal data for any purposes other than the administration of the counselling service I am providing to you i.e. to arrange, cancel and rearrange appointments and collect payment for sessions.

Online Bookings

When you make an online booking and payment, Google Workspace will send a booking notification to me via email. 

Anonymised payment details are recorded in my financial income reports. These reports will only hold your initials and unique client reference number. The HMRC requires that we retain this information for 5 years after the end of the financial year.

The website is hosted on a Namecheap server, which is a cloud server database and can be stored in different countries. However, Namecheap are compliant with GDPR, 2018 and have accordingly to the Pursuant to Article 27 of the UK GDPR appointed EDPO UK Ltd as its UK GDPR representative in the UK. 

The website uses cookies. You can find the details of our cookie policy on the website.

Your payment details

All payments made through my website www.evolvingsensetherapy.com are made through the secure Stripe Connect server. My website therefore does not hold your payment information. Where you have made payment for your session via BACS transfer I will never keep a record of your card details. Stripe will process the payment and collect your email address and bank details. You can read their privacy policy on their website and how they use or store your details.

Your therapy sessions

As a therapist, I will provide a confidential environment. I will not discuss what we talk about in sessions outside of the therapy room. Unless the information divulged falls under an exception of confidentiality.

Exceptions are: 

1. The Children’s Act (1989) If there is a concern that a child may be or has been at risk of significant harm. 

2. The Prevention of Terrorism Act (2000), Drug Trafficking Act (1994), Proceeds of Crime Act (2002), Money Laundering Regulations (2007). Disclosure of any of these Acts will be reported.

3. If I feel that either you or someone else were in danger or at risk of harm. 

I would discuss with you first the possibility of breaking confidentiality. However, I retain the right to break confidentiality without prior consultation with you should I consider that the urgency of the situation requires me to act immediately to safeguard the physical safety of yourself and others. 

Your communications with me

My email account uses the secure Google Workspace server based in the EU and falls under the EU GDPR, 2018 and is protected with password and 2way authentifcation.

The form used on the website processes the data filled in, which is your name, email address and phone number, which is not stored on the website’s host provider, but sent to my email directly. 

Data Usage

I will only use your email address to contact you about your appointments and a telephone number in case of emergencies. I may also contact you directly via email in order to share information with you that is pertinent to your therapeutic process.

Your rights

Any personal data retained by me is kept in accordance with the GDPR, 2018.

Under these guidelines you have the following rights

1. The right to request access to your data

You can request to view the information that I hold about you (contact details, appointment logs etc.) at any time. If during therapy you would like to see your session notes, please let me know. 

2. The right of rectification

At any point during your time using my service or during the seven years thereafter, while we retain your records, you have the right to request amendments to your contact details or session notes. This right can be exercised either by speaking directly to me or by contacting me in writing.

3. The right to be forgotten

You can request that I delete and confidentially destroy the information that I hold about you and your sessions at any time. This request can be made by contacting me via email at eefje@evolvingsensetherapy.com.

Instances where I would not be able to comply with your request are as follows:

1. It is necessary for me to retain these records in order to continue providing an effective service.

2. I am compelled to retain these records by a Court of Law.

3. I require these records in order to establish, exercise or defend legal claims

Consent

When you book your first session with me, you will be asked to provide a digital signature to confirm that you consent to the storage and processing of your personal data for the purposes of providing therapeutic services as laid out in this policy.

You are entitled to withdraw this consent at any time and can do so by emailing me  at eefje@evolvingsensetherapy.com

Breaches of data protection

In the event of any breach of my data protection policies, I will notify you and the Information Commissioner’s Office (ICO) within 72 hours and will seek to rectify this immediately.

Raising concerns 

Should you have any concerns about my data protection practices, you can raise these in the first instance directly with me. Complaints about data protection may be around how I responded to your subject access request or other rights request, about the security measures I have in place or about how I collect your data. 

Complaints procedure.

You can make a complaint by first talking to me to see if we can sort it out.

If we cannot sort it out through conversation, you can make a complaint by emailing eefje@evolvingsensetherapy.com.

I will acknowledge your complaint within 30 days of receipt. 

Without undue delay, I will investigate the complaint, make further enquiries and will keep you informed throughout the process. 

When it is reached, I will notify you of the outcome of the complaint. 

If this does not resolve the complaint, you can take the complaint to the Information Commissioner’s Office. I am registered with ICO under the reference number 00011253264.