Private policy in place from 26.06.2025

Catherine at Rosewood Therapy is committed to safeguarding your personal information.

In this Privacy Policy we explain how we collect, use, store, and protect your personal data, in accordance with UK data protection laws and professional ethical standards in counselling.

1. Definitions
2. Legal Basis for Processing
3. Your Rights

• Personal Data: Information that identifies an individual.
• Processing: Any operation on personal data (e.g. collecting, storing, sharing).
• Data Subject: The person whose data is being processed.
• Child: Anyone under 18 years old.
• Special Category Data: Sensitive data such as mental health information, ethnicity, or sexual orientation.

We process personal data under these lawful bases:

• Consent: You have given clear permission.
• Contract: Processing is necessary to provide our counselling services.
• Legal Obligation: In cases such as safeguarding or legal requests.
• Legitimate Interests: To improve services, where your rights are not overridden.

In line with UK GDPR, you have the right to:

• Access your personal data
• Request corrections
• Request erasure (with legal exceptions)
• Restrict or object to processing
• Receive your data in a portable format
• Withdraw consent at any time (if applicable)
• Lodge a complaint with the ICO if you believe your data has been misused

4. Information We Collect

Included but not limited to :

• Your name, contact details, and availability
• Emergency contact details
• Relevant health and lifestyle information
• Session notes
• Website usage data (see Section 9)
• For under-18s: Data is retained for 7 years after their 18th birthday, as required for legal and insurance purposes.

5. How Your Data Is Used

Your data is used to:

• Provide professional counselling
• Communicate with you about sessions
• Maintain secure client records
• Fulfil legal or ethical obligations (e.g. safeguarding)
• Improve our website through anonymous analytics

Note: We do not use your data for marketing or automated decision-making without your explicit consent.

6. Sharing Your Data

We will never share your data unless:

• You give explicit consent
• We are legally required (e.g. safeguarding, court order, terrorism, etc.)
• For professional supervision purposes (anonymised and confidential)

Any third-party tools used (e.g. cloud storage, email providers) are GDPR-compliant.

7. Data Storage & Security

• Digital records are encrypted and password-protected
• Paper records are stored securely in locked files
• Data is retained for 7 years after the end of therapy (or 7 years after the 18th birthday for minors)
• After this period, records are securely destroyed

8. Remote Sessions

For online or phone counselling:

• Sessions are held over secure, encrypted platforms (e.g. Zoom)
• Clients are encouraged to use a private, quiet space
• Sessions are not recorded, unless agreed in advance and in writing

9. Cookies & Analytics

We use cookies to enhance your experience and monitor website usage:

• Google Analytics (anonymised usage data)
• No advertising or remarketing cookies
• You can manage cookies in your browser settings
• Opt out of Google Analytics here

10. Changes to This Policy

         This policy may change due to legal or practice updates.  Last updated: 26 June 2025

11. Contact

Catherine Pearce is the data controller responsible for your personal information at Rosewood Therapy.

Catherine@rosewoodtherapy.co.uk

Supervisory Authority: Information Commissioner’s Office (ICO)
📍 ICO Website: https://ico.org.uk