Privacy Notice
Jane Shepherd Counselling
Data Controller: Jane Shepherd
Practice Name: Jane Shepherd Counselling
ICO Registration Number: ZA535498
Email: jshepherdcounselling@icloud.com
Website: https://janeshepherdcounselling.co.uk
Introduction
Your privacy is important to me. This Privacy Notice explains how I collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.
As a counsellor, I am committed to maintaining the confidentiality, security and integrity of the personal information you share with me.
This notice applies to current, former and prospective clients, as well as visitors to my website.
Who Am I?
I am Jane Shepherd, an independent counsellor in Private practice, and the Data Controller responsible for the personal information collected and processed in connection with my counselling practice.
As a registered member of the British Association for Counselling and Psychotherapy, I work within the BACP Ethical Framework and maintain appropriate standards of confidentiality and data protection.
What Information Do I Collect?
I may collect and process the following information:
Personal Information
Date of birth
Name
Address
Telephone number
Email address
- Emergency contact details
- GP details
Special Category Information
As counselling involves discussing personal experiences and wellbeing, I may process sensitive personal information relating to:
- Physical health
- Mental health
- Family circumstances
- Personal relationships
- Employment issues
- Bereavement and loss
- Other matters disclosed during counselling sessions
Administrative Information
- Appointment records
- Attendance records
- Invoices and payment information
- Correspondence by email, telephone or text message
Why Do I Collect Your Information?
I collect and use personal information to:
- Provide counselling services
- Arrange and manage appointments
- Maintain accurate clinical records
- Ensure continuity of care
- Meet professional and ethical obligations
- Manage safeguarding concerns where necessary
- Comply with legal requirements
- Maintain financial records
My Lawful Bases for Processing
Under UK GDPR, I rely on the following lawful bases:
Contract
Processing is necessary to provide counselling services requested by you.
Legitimate Interests
Processing is necessary for the safe and effective administration of my counselling practice.
Legal Obligation
Processing may be necessary to comply with legal or regulatory requirements.
Provision of Health and Social Care
Sensitive personal information is processed where necessary for the provision of counselling and mental health support.
How Information Is Collected
Information may be collected through:
- Initial enquiries
- Assessment forms
- Counselling sessions
- Email correspondence
- Telephone calls
- Text messages
- Website contact forms
Information is usually provided directly by you.
Confidentiality
Everything discussed within counselling is treated confidentially.
However, confidentiality may be broken where:
- There is a serious risk of harm to yourself or another person.
- There are safeguarding concerns involving a child or vulnerable adult.
- Disclosure is required by law or court order.
- There is a legal or professional duty to share information.
Where possible, I will seek to discuss any disclosure with you first.
Clinical Supervision
As required by the BACP Ethical Framework, I attend regular professional supervision.
In supervision, client work is discussed anonymously to support safe and effective practice. Information is shared only to the extent necessary and identifying details are removed wherever possible.
How Your Information Is Stored
Your information is stored securely using appropriate organisational and technical measures.
These may include:
- Locked storage for paper records
- Password-protected electronic systems
- Secure devices
- Restricted access to records
- Encryption where appropriate
- Secure disposal procedures
Only I have routine access to your counselling records unless disclosure is required under the circumstances outlined above.
Online Counselling
Online Counselling Sessions (Zoom)
Online counselling sessions using Zoom. When you attend an online session, Zoom may process personal data including your name, email address, IP address, device information, and meeting participation details for the purpose of facilitating the session.
Each of these services is bound by a data processing agreement that requires them to protect your data appropriately. Links to their privacy policies are available on request.
Sessions are not recorded unless discussed with you in advance and your explicit consent has been obtained.
Zoom acts as a separate service provider and processes data in accordance with its own privacy practices. Further information can be found in the Zoom Privacy Statement.Please note that no internet-based communication can ever be guaranteed completely secure.
How Long Records Are Kept
Counselling records are retained for 7 years after the end of therapy, unless there is a legal, ethical or safeguarding reason to retain them for longer.
After the retention period expires, records are securely destroyed.
Financial records may be retained for longer where required by tax legislation.
Sharing Information
Your information will not be sold or shared for marketing purposes.
Information may only be shared:
- With your consent;
- Where required by law;
- For safeguarding purposes;
- In response to a valid court order;
- Where necessary to protect life or prevent serious harm.
Your Data Protection Rights
You have the right to:
- Access your personal information.
- Request correction of inaccurate information.
- Request deletion of information in certain circumstances.
- Request restriction of processing.
- Object to processing where applicable.
- Request transfer of information where appropriate.
- Withdraw consent where processing relies on consent.
Requests can be made by contacting me using the details provided in this notice.
I may need to verify your identity before responding.
Data Protection Complaints Procedure
If you are unhappy with how I have collected, stored, used or shared your personal information, you have the right to make a data protection complaint.
Complaints may be submitted electronically by email or in writing.
Email: jshepherdcounselling@icloud.com
Please include:
- Your name
- Contact details
- Details of your concern
- Any relevant dates or correspondence
How Complaints Are Handled
I will:
- Acknowledge receipt of your complaint.
- Investigate the issues raised.
- Respond as promptly as possible.
- Keep appropriate records of the complaint and its outcome.
I aim to provide a substantive response within 30 days of receiving your complaint, although more complex matters may require additional time.
Information Commissioner’s Office (ICO)
If you remain dissatisfied after raising your concern with me, you have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office (ICO)
Telephone: 0303 123 1113
Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website Cookies and Analytics
This website may use cookies and similar technologies to improve functionality and understand how visitors use the site.
Where cookies are used, information will be processed in accordance with applicable privacy legislation.
You may manage cookie preferences through your browser settings.
Changes to This Privacy Notice
This Privacy Notice may be updated from time to time to reflect changes in legislation, professional requirements or practice procedures.
The latest version will always be available on this website.
Contact
If you have any questions about this Privacy Notice or how your personal information is handled, please contact:
Jane Shepherd Counselling
Email: jshepherdcounselling@icloud.com
Website: https://janeshepherdcounselling.co.uk