Privacy Policy — Natural Reflections Therapy

1. Introduction

At Natural Reflections Therapy, your privacy and sense of safety matter deeply. This policy explains how I collect, use, and protect your information when you or your child engages in counselling with me. It follows UK GDPR, the Data Protection Act 2018, and the ethical standards of the counselling profession.

I aim to keep everything clear, gentle, and easy to understand. If anything feels confusing, you’re welcome to ask.

2. What Information I Collect

I only collect information that helps me provide safe, effective therapy.

For adults and young people

• Contact details: name, phone number, email

• Administrative information: session times, invoices, payment records

• Therapeutic information: brief notes that support our work

• Emergency contact details: someone I may contact if I’m concerned about immediate safety

For children and young people

• Parent/guardian contact details

• Relevant background information shared by parents/carers to support the child’s wellbeing

Website

• Basic, anonymous analytics such as page views or contact form submissions

I do not collect more information than I need.

3. Legal Basis for Processing Personal Data

• Consent
• Legitimate interests

4. Why I Collect This Information

I use your information to:

• Provide counselling safely and ethically

• Arrange and manage appointments

• Keep accurate clinical records

• Contact you about sessions or changes

• Meet legal and professional requirements

I will never use your information for marketing without your clear consent.

5. How Your Information Is Stored

Your information is stored securely using password‑protected digital systems and/or locked physical storage. Only I have access to your records.

I keep therapy notes for seven years after our work ends (or until a child turns 25, whichever is later), following professional guidance. After this, they are securely destroyed.

6. Confidentiality

Everything shared in therapy is treated with care and confidentiality. I will not share your information unless:

• You give clear, written consent

• I am legally required to do so

• I believe you or someone else is at serious risk of harm

• There are safeguarding concerns involving a child or vulnerable adult

• Information relates to terrorism or money laundering

Where possible, I will always talk with you before sharing anything.

7. Working With Children and Young People

Children and young people have the same right to privacy as adults. I keep their sessions confidential unless:

• They give permission for something to be shared

• There is a safeguarding concern

• Sharing information would help keep them safe

Parents/carers are welcome to share concerns or updates, but session content remains private unless the young person agrees or safety is at risk.

8. Your Rights

Under UK GDPR, you have the right to:

• Access your information

• Ask for corrections

• Request deletion (in some circumstances)

• Withdraw consent

• Object to how your data is used

• Make a complaint to the ICO

I will respond to any request within 30 days.

9. Communication

I use email, phone, or text for practical arrangements only. These methods are not fully secure, so I avoid sensitive details in messages.

10. Website and Cookies

Natural Reflections Therapy does not use cookies or tracking technologies.

Your visit to the website is not monitored, stored, or analysed in any way. The site is designed simply to offer information and a calm, accessible space to learn about the service.

If this ever changes in the future, the policy will be updated and explained clearly.

11. Updates to This Policy

I may update this policy occasionally. The most current version will always be available on my website or provided on request.