Privacy Notice NHW True Dynamics – Holistic Counselling and Healing Service This Privacy Notice explains how I collect, use, store and protect personal information when you make an enquiry, become a client, or otherwise contact my practice. I take the privacy and confidentiality of your personal information seriously and process personal data in accordance with applicable UK data protection legislation. I am registered with the Information Commissioner's Office (ICO). Information I May Collect When you enquire about or receive counselling services, I may collect information including: * your name and contact details; * information you provide when making an enquiry; * relevant personal and background information; * information relating to your physical or emotional wellbeing; * GP and emergency contact details where provided; * appointment and attendance information; * relevant correspondence between us; * payment and transaction information; and * brief clinical notes relating to our therapeutic work. I aim to collect only information that is relevant and necessary for providing a safe, ethical and professional service. Why I Use Your Information Your information may be used to: * respond to enquiries; * assess whether my services are suitable for your needs; * arrange and manage appointments; * provide counselling and related therapeutic services; * maintain appropriate clinical records; * communicate with you about our work; * manage payments and practice administration; * meet professional, ethical, insurance and legal responsibilities; and * respond appropriately to safeguarding or serious safety concerns. Some of the information you share in therapy may constitute **special category data**, including information concerning your health. Such information is treated with particular care and confidentiality. Confidentiality & Clinical Supervision Information shared during counselling is confidential, subject to the limits of confidentiality discussed within the Counselling Agreement. As part of ethical professional practice, I undertake regular clinical supervision. Aspects of client work may be discussed within supervision, with identifying information kept to the minimum necessary. Information may need to be disclosed where there is a legal requirement to do so or where serious safeguarding or safety concerns arise. Where possible and appropriate, I would aim to discuss this with you beforehand. GP & Emergency Contact Information Where GP or emergency contact details are provided, they are held to support safe and responsible therapeutic practice. These details are not routinely contacted or shared with others and would only be used where there is an appropriate clinical, safeguarding or legal reason to do so. How Your Information Is Stored I take reasonable measures to protect personal information against unauthorised access, loss, disclosure or misuse. Electronic records and clinical notes are stored securely and protected by appropriate password and device security. Where information is held in different systems, I aim to minimise unnecessary identifying information and access. Online Services & Communication I may use third-party services to support the operation of my practice, including services for online counselling, email, appointment management and financial administration. Online counselling is normally provided through Zoom. While reasonable measures are taken to use appropriate services and maintain confidentiality, electronic communication and internet-based services cannot be guaranteed to be entirely risk-free. I do not permit counselling sessions to be recorded or automatically transcribed, including through AI-enabled recording or transcription services, without prior agreement. How Long I Keep Information Clinical records are normally retained for **six years following the end of our therapeutic work. This period takes account of professional, legal and insurance requirements. After this period, records will be securely deleted or destroyed unless there is a lawful, professional, safeguarding or regulatory reason requiring particular information to be retained for longer. Other information, including enquiries from people who do not become clients and routine administrative correspondence, will not necessarily be retained for the same six-year period. I aim to retain personal information only for as long as it remains reasonably necessary for the purpose for which it was collected. Financial information may be retained for the period required to meet applicable accounting and taxation obligations. Your Rights Under UK data protection law, you have rights in relation to your personal information. Depending upon the circumstances, these may include rights to: * request access to personal information I hold about you; * request correction of inaccurate information; * request deletion of information in certain circumstances; * request restriction of the way information is processed; * object to certain uses of your information; and * raise concerns about the way your personal information has been handled. Not all rights apply in every circumstance, and there may be lawful reasons why particular information needs to be retained. If you would like to exercise a data protection right or have a question about the information I hold, please contact me in the first instance. You also have the right to raise a concern with the Information Commissioner's Office (ICO) if you are dissatisfied with the way your personal information has been handled. Changes to This Privacy Notice This Privacy Notice may be updated where necessary to reflect changes in my practice, professional requirements or applicable law. The current version will be available on my website.