Privacy Notice


Last updated: 03/08/2025

This privacy notice explains how I collect, use, and store your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).

Who I Am

I am Nicola Crombie, a sole trader offering private counselling services in the UK. I am registered with the Information Commissioner’s Office (ICO), registration number: [Insert ICO number].

What Information I Collect

I collect and process the following personal data:

  • Name, address, phone number, email address

  • Emergency contact details

  • GP contact (only with consent, and for safety purposes)

  • Session notes (anonymised)

  • Relevant background information you choose to share (e.g. mental health history, family or relationship context)

Why I Collect This Information

  • To provide safe and effective counselling services

  • To communicate with you about appointments or therapy-related matters

  • To meet ethical, legal, and professional obligations

  • With your consent, to contact your GP or emergency services in case of risk

Lawful Basis for Processing

  • Contract: To deliver counselling services you have requested

  • Legitimate interests: For maintaining records and managing the practice

  • Consent: When sharing information externally (e.g., to contact your GP)

How Your Data is Stored

  • Notes and contact data are stored securely in an encrypted folder on a password-protected device.

  • Email communications are stored in a secure, two-factor authenticated account.

Sharing Your Data

I will not share your data unless:

  • Required by law (e.g., safeguarding or court order)

  • There is serious risk to you or others

  • You have given explicit consent

Your data may also be seen by my clinical supervisor, in anonymised form, as part of ethical practice.

How Long I Keep Your Data

I keep client records for 7 years after the end of therapy, in line with professional guidelines. After that time, they will be securely deleted or destroyed.

Your Rights

You have the right to:

  • Access your data

  • Correct inaccurate data

  • Request deletion (subject to legal obligations)

  • Complain to the ICO if you believe your data has been mishandled

Contact

If you have any questions about this notice or how I handle your data, please contact me at: nicolacrombie.counselling@gmail.com