Privacy Policy

 

 

Privacy Policy

 By adhering to General Data Protection Regulations (GDPR) this policy sets out how I use and protect any information collected through a client’s contact via telephone/email and at all given sessions.

You may visit my website without having to contact or use my services.  I do not use any application to track access.

A child or young person under the age of 18 must have the consent of a person with parental responsibility in order to contact me by telephone or email.

Consent to hold your personal data

I am committed to ensuring I protect your privacy and by providing you with a copy of my terms and conditions at initial booking stage which dictates ‘Clients details and records of each session will be maintained and kept electronically by the therapist using Kiku software which is compliant with General Data Protection Regulation.   I am receiving consent thereof.  I hold personal data about you specifically and only for the purposes of providing Counselling,CBT, DBT or Coaching services to you/your child. If you make contact by telephone or email you will be asked to provide certain information by which you can be identified (see below).  You can be assured that all of this information and future sessional notes are held securely and will only be used in accordance with data protection principles and ethical codes which follow the BACP (British Association of Counselling & Psychotherapy) Ethical Framework.   

 

You have the right to access information I hold about you and to amend or ask for the deletion of information that may not be accurate. This request will be actioned within a month from date of request. I will not hold your data for longer than two years after your last contact.  Client information and session notes will be destroyed after this time in accordance to GDPR unless it is being used for ongoing safeguarding or criminal investigations.

For the purpose of the Date Protection Act 1998 and the GDPR, the Data controller is Sarah Polack.

 

The types of personal data I collect and use

 I will use your personal data for the purposes of initiating CBT/DBT/Coaching services for you.  The majority of data will be collected at first contact and via a self-referral form which is completed to initiate a first session.

At first contact

I will obtain the following information in order to assess suitability for an initial session:

  • Your name
  • Contact information including your email address and telephone number
  • Your child’s name, age (if the service is for this young person) and diagnosis if applicable ➢ Information regarding the reason for your enquiry

At booking stage

  • Your name
  • Full contact details including home address, email address, home and mobile telephone numbers ➢ Your preferred method of contact
  • Your child’s name, age, diagnosis and school (if applicable)
  • Number of siblings
  • A brief description of why you are seeking Counselling/CBT/DBT/Coaching support
  • Details of any medication currently being prescribed
  • Any disability or long term condition you may have
  • Any other agencies/avenues of support you have explored to improve your concern
  • Your preferred session availability times
  • Where you heard of this service

At initial session

  • Children’s names and ages who are in your immediate support
  • Profession
  • Other information relevant to the reason you are requesting these services

 During Counselling/CBT/DBT/Coaching sessions

  • Secure session notes – your identity is password protected and these notes are not shared with anyone unless I am legally required to do so or if the client requests we share them with another third party, which I have the right to refuse to do
  • You have the right to view these notes
  • You would be advised of any request to share your notes
  • These notes are the property of ‘Sarah Polack’ and not the client

 What I do with the information I gather

 I collect all of the above information to aid my understanding of your needs in the context of my services and in order to provide you with a good service.  It is, also, collected for the following reasons:

  • Internal record keeping
  • For professional supervision of how I work

The lawful basis and purpose of holding this data is to ensure I can meet the requirement of providing a

Counselling/CBT/DBT/Coaching service to you.  I will also use your personal data to meet any legal obligations such as where I may be obliged to disclose information related to safeguarding children, young people and adults at risk.

Your written consent will be sought at a first session for the need to meet possible disclosure to other bodies/agencies.

Where I store your personal data

 The data I collect from you is not transferred outside the European Economic Area.   I take all reasonable steps necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All session notes are held on Kiku software with a two-tier password protection. Bank transactions are also held securely.  The transmission of information via email cannot be guaranteed as secure and therefore is at your own risk. Once I receive the information, I will follow procedures in accordance to this policy to prevent unauthorised access as far as is reasonably possible.

Controlling your personal information

  I do not share your personal information with any other party unless it will enhance my sessions with you and only if I have received your permission to do so.  In exceptional circumstances I may be required by law to break my confidentiality with you.  Where possible I would discuss this with you but even if you refuse to give consent I may still have to disclose information.  Circumstances such as safeguarding, vulnerable children and adults at risk, causing harm to others or where you may be at risk of harm would apply.

Data Protection Complaints

 As a sole trader counselling practice, I take your privacy and data protection rights seriously.  If you have any concerns or complaints regarding how I collect, store or use your personal data or session notes please contact me directly in writing at:

spcognitivecoach@gmail.com.  In accordance with UK data protection laws. I will:

  • Acknowledge your complaint in writing within 30 days of receipt.
  • Investigate the matter thoroughly and respond to you without undue delay.
  • Provide you with a clear outcome and explain any actions taken.

Please note that under current UK regulations, you are required to attempt to resolve any data protection grievances directly with me first.  If we are unable to resolve the issue together, you retain the right to escalate your complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk

If you have any questions regarding this policy please contact me in the first instance by email.

 

Updated:  June 2026