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Privacy Policy

Therapist: Claire Franks
Professional Status: Qualified Therapeutic Counsellor (BACP Registered Member)
ICO Registration: ZC161924
Contact: claire@clairefrankscounselling.co.uk

 

This Privacy Policy applies to visitors to my website as well as clients engaging in counselling with me.

 

1. Purpose of This Privacy Policy

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This Privacy Policy explains how I collect, use, store, and protect your personal information when you engage in counselling with me. I aim to be open and transparent so you can feel confident about how your information is handled.

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I follow:

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  • UK GDPR (2021)

  • Data Protection Act (2018)

  • BACP Ethical Framework for the Counselling Professions

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Your privacy and trust matter deeply, and I take my responsibilities seriously.
 

 

 

2. What Information I Collect and Why

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I collect only the information that is necessary for safe, ethical, and effective counselling.


2.1 Personal Information

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  • Name

  • Date of birth

  • Contact details

  • GP details

  • Emergency contact

  • Parent/carer details (for CYP)

  • Relevant medical or educational information (if shared)

    Why: To contact you, keep you safe, and provide appropriate therapeutic support.

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2.2 Therapeutic Information

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  • Brief session notes

  • Assessment information

  • Goals for therapy

  • Risk or safeguarding information (if relevant)

 

Why: To support the therapeutic process, track progress, and ensure safe practice.

I keep notes minimal, factual, and separate from your personal details.

2.3 Website or Email Enquiries

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If you contact me through my website or email, I may collect:

  • your name

  • your email address

  • any information you choose to share

 

Why: To respond to your enquiry and arrange an initial appointment.

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3. Lawful Basis for Processing Your Data

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Under UK GDPR, I rely on the following lawful bases:

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3.1 Contract

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To provide counselling services you have requested.

 

3.2 Legitimate Interests

 

To maintain records, manage appointments, and ensure safe practice.

 

3.3 Legal Obligation

 

For safeguarding, court orders, or legal reporting requirements.

 

3.4 Vital Interests

 

If there is a risk of serious harm to you or someone else.

 

3.5 Consent

 

For children and young people where parental consent or Gillick‑competent consent is required.

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4. How Your Information Is Stored

 

I store your information securely using:

  • encrypted digital storage

  • password‑protected devices

  • locked storage for paper documents

  • separate storage for personal details and session notes

 

Only I have access to your information.

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5. How Long Your Information Is Kept

 

I keep your records for:

  • 7 years after therapy ends (adults)

  • 7 years after the young person turns 18 (CYP)

 

These timeframes follow insurance and professional guidelines.

 

After this period, your records are securely destroyed.

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6. Confidentiality & When Information May Be Shared

 

Everything you share with me is treated with care and respect. I will not share your information unless:

 

6.1 You or someone else is at risk of serious harm

 

I may need to contact your GP, emergency contact, or safeguarding services.

 

6.2 A child or vulnerable adult is at risk

 

I follow local safeguarding procedures.

 

6.3 I am required by law

 

For example:

  • court orders

  • terrorism

  • money laundering

 

6.4 Supervision

 

I discuss my work in clinical supervision to ensure safe and ethical practice. Your identity is protected. I will always aim to discuss any need to share information with you first, unless doing so would increase risk.

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7. CYP‑Specific Privacy Information

 

Children and young people have the same rights to privacy as adults.

 

7.1 Confidentiality

 

I do not routinely share session content with parents/carers.

 

7.2 When I may share information

  • safeguarding concerns

  • risk of harm

  • legal requirements

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7.3 Data Rights

 

Young people aged 13+ have their own data rights under UK GDPR. A full Parental Involvement & Communication Policy is available.

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8. Your Rights Under UK GDPR

 

You have the right to:

  • access your information

  • request corrections

  • request deletion (in some circumstances)

  • restrict processing

  • object to processing

  • request transfer of your data

  • withdraw consent (where consent is the lawful basis)

 

To exercise these rights, please contact me directly.

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9. Online Sessions (Adults Only)

 

For online therapy, I use a secure, encrypted platform. You are responsible for ensuring privacy at your end. I do not record sessions.

 

A full Online Therapy Policy is available.

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10. Third‑Party Services

 

I may use third‑party services for:

  • email

  • invoicing

  • secure storage

  • website hosting

 

These providers comply with UK GDPR and do not have access to your therapeutic content.

I do not sell or share your information for marketing.

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11. If There Is a Data Breach

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If a data breach occurs that risks your rights or freedoms, I will:

  • notify you as soon as possible

  • inform the ICO within 72 hours (if required)

  • take steps to minimise harm

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12. Complaints

 

If you have concerns about how your data is handled, please speak to me first.

 

If unresolved, you can contact:

 

Information Commissioner’s Office (ICO)
www.ico.org.uk
 

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13. Updates to This Policy

 

I may update this Privacy Policy to reflect changes in law or practice.
The most current version will always be available on request

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14. Agreement

 

By engaging in counselling, you acknowledge that you have read and understood this Privacy Policy.

 

Last Updated on 24 April 2026

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Privacy Policy

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