Email kate@thrivehealthandwellbeing.uk

Privacy Notice

Practice Name: THRIVE Health & Wellbeing
Practitioner: Kate Francis
Address: Three Legged Cross, Wimborne, Dorset
Email: kate@thrivehealthandwellbeing.uk
ICO Registration Number: ZC242489

Last Review Date: 08/09/2026
Next Review Date: 08/09/2027

Introduction

This Privacy Notice explains how I collect, use, store, protect, and share your personal information when you engage with my counselling services. This includes face-to-face counselling, telephone counselling, video counselling, email communication, and any other online counselling services.

I am committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the current British Association for Counselling and Psychotherapy (BACP) Ethical Framework for the Counselling Professions.

Data Controller

For the purposes of data protection legislation, I am the Data Controller responsible for the personal information you provide.

What Information I Collect

I may collect and process the following information with your consent:

  • Name, address, telephone number, email address, and date of birth
  • Emergency contact details
  • GP details (where provided)
  • Information relating to your physical and mental health that you choose to share
  • Assessment forms and intake information
  • Session notes and therapeutic records
  • Appointment and attendance records
  • Email, text message, and other correspondence
  • Payment and invoicing information
  • Website enquiries and information submitted through contact forms

Why I Collect Your Information

I collect and process personal information in order to:

  • Provide counselling services safely and effectively
  • Communicate with you regarding appointments and therapeutic support
  • Maintain professional records
  • Comply with legal, ethical, insurance, and professional obligations
  • Manage payments and administration
  • Protect clients and others where safeguarding concerns arise

Confidentiality

Confidentiality is fundamental to our therapeutic relationship. Information shared during counselling sessions will be treated as confidential and protected from unauthorised access or disclosure.

However, confidentiality is not absolute. There are circumstances in which information may need to be disclosed, including:

  • Where there is a serious risk of harm to yourself or another person
  • Where there are safeguarding concerns involving a child or vulnerable adult
  • Where disclosure is required by law, court order, or statutory obligation

Where possible and appropriate, I will discuss any proposed disclosure with you before information is shared.

Circle of Confidentiality

As part of safe and ethical practice, certain individuals or organisations may have limited access to information within a confidential professional framework.

This may include:

  • My clinical supervisor
  • Professional indemnity insurers
  • Legal or professional advisers where necessary
  • Secure technology providers used for practice management, encrypted storage, online counselling, email communication, or appointment systems

Any person or organisation receiving personal information is expected to maintain confidentiality and comply with applicable data protection requirements.

Where client work is discussed in supervision, identifying information will be minimised wherever possible and supervisors are professionally bound by confidentiality obligations.

Online Counselling and Digital Services

Counselling sessions may be conducted online using secure platforms such as Zoom. These platforms may process personal data in accordance with their own privacy policies and terms of service. Clients are encouraged to review the privacy information provided by those platforms.

Risks Associated with Online Counselling

While I will endeavour to ensure security and confidentiality, internet-based communication cannot be guaranteed to be completely secure. I will run sessions from a private workspace in my home.

Clients are encouraged to:

  • Attend sessions in a private space
  • Use secure internet connections
  • Keep devices password protected and updated
  • Use headphones where appropriate to enhance privacy

Email and Electronic Communication

Email, text messages, and messaging applications may be used for administrative purposes such as arranging appointments. These communication methods should not be relied upon for urgent support, emergencies, or crisis situations.

Although reasonable safeguards are used, electronic communications carry inherent security risks and confidentiality cannot be absolutely guaranteed.

Recording of Sessions

Sessions should not be recorded without the written consent of both parties.

Storage and Security of Information

I take appropriate technical and organisational measures to protect personal information.

Records will be stored:

  • In paper format within secure locked storage
  • Emails are deleted once responded to

Access to records is restricted to those with a legitimate need to know and in accordance with professional, ethical, and legal requirements.

Retention of Records

Client records are generally retained for seven years following the end of counselling unless a longer retention period is required by law, insurance obligations, safeguarding requirements, or professional guidance.

When records are no longer required, they will be securely destroyed.

Sharing Information

Personal information will not normally be shared with third parties unless:

  • You have given your consent
  • There is a safeguarding concern
  • There is a serious risk of harm
  • Disclosure is required by law

Only the minimum information necessary will be disclosed.

Your Rights

Under UK GDPR, you have the right to:

  • Access the personal information I hold about you
  • Request correction of inaccurate information
  • Request restriction of processing in certain circumstances
  • Object to processing where applicable
  • Request erasure of information where legally permissible
  • Withdraw consent where consent is the basis for processing
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Some rights may be limited where legal, safeguarding, insurance, or professional obligations require records to be retained.

Subject Access Requests

You have the right to request a copy of the information held about you. This is known as a Subject Access Request. Requests should normally be made in writing and will be responded to within the timescales required by UK GDPR.

Complaints

If you have concerns about how your personal information has been handled, please contact me in the first instance at kate@thrivehealthandwellbeing.uk.

You also have the right to complain to:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

For more information visit the ICO website.

Changes to This Privacy Notice

This Privacy Notice may be reviewed and updated periodically to reflect changes in legislation, professional standards, technology, or practice procedures.