eld Psychological Therapy
Privacy Policy
Last updated: 27 August 2026
Your privacy is important to me. This policy explains what personal information eld Psychological Therapy collects, why it is needed, how it is used and protected, and the rights you have in relation to your information.
Who is responsible for your information?
eld Psychological Therapy is responsible for the personal information collected and used as part of providing psychological therapy services. In data protection terms, eld Psychological Therapy is the data controller.
If you have any questions about this policy, would like to exercise your data protection rights, or have a question about how your information is handled, please email eldpsychologicaltherapy@hotmail.com.
What information may be collected?
The information I collect will depend on whether you are making an enquiry or receiving therapy. It may include:
- your name, date of birth and contact details;
- contact details for a parent or carer where appropriate;
- GP and other relevant professional details;
- information about your mental and physical health, personal history and current circumstances;
- assessment information, therapy goals, clinical notes and outcome measures;
- risk and safeguarding information where relevant;
- appointment, payment and cancellation information;
- emails, enquiry-form information and other correspondence; and
- information needed to meet professional, legal, insurance or regulatory responsibilities.
Why is this information needed?
Personal information is used only where it is necessary to provide and manage therapy safely and professionally. This includes responding to enquiries, assessing whether therapy is appropriate, planning and delivering treatment, monitoring progress, arranging appointments, managing payments, maintaining appropriate clinical records, managing risk and safeguarding concerns, and meeting professional or legal responsibilities.
Lawful basis for processing
Under UK GDPR, I rely on the following lawful bases when processing your personal information:
- Article 6(1)(b) – Contract: where processing is necessary to take steps at your request before therapy begins or to provide the therapy service we have agreed.
- Article 6(1)(c) – Legal obligation: where processing is necessary for me to meet a legal obligation.
- Article 6(1)(f) – Legitimate interests: where I have a legitimate professional or business reason to process information and your rights and interests do not override that reason.
Information about your physical or mental health is special category data. Where I process this information in connection with providing psychological therapy, I rely on Article 9(2)(h) – provision of health or social care.
In some circumstances, I may ask for your consent before sharing information with a third party where there is no other appropriate basis for doing so. Where consent is relied upon, you can withdraw it at any time. This does not affect any processing that took place before consent was withdrawn.
Clinical records
Brief and relevant clinical records are kept to support safe and effective therapy and to meet my professional responsibilities. Clinical records are stored electronically using Kiku, a practice-management system designed for therapy providers. Appropriate security and access controls are used to protect the information held within the system.
Confidentiality and sharing information
Information shared in therapy is treated confidentially. Information will not normally be shared with other people or organisations without your knowledge.
There are circumstances where information may need to be shared, for example if there is a serious concern about your safety or someone else's safety, where there is a safeguarding concern, where disclosure is required by law, or where information is required as part of an appropriate professional or regulatory process. Wherever possible, I would discuss this with you first.
Relevant information may also be discussed within clinical supervision. Supervision is a professional requirement and is conducted in a way that protects client confidentiality as far as possible.
I have appointed an appropriately qualified clinical executor. If I become unexpectedly unable to manage the practice, the clinical executor may access the minimum information necessary to contact clients, manage appointments and ensure that clinical records are dealt with appropriately.
Children and young people
eld Psychological Therapy provides therapy to young people aged 12 and over. Information about confidentiality, parental or carer involvement and how information may be shared will be discussed at the beginning of therapy.
Where a parent or carer provides information about a young person, that information will also be handled in accordance with this privacy policy.
Online therapy and communication
Therapy sessions are delivered online using Microsoft Teams. Email is used for enquiries, appointments and other administrative communication. Website enquiry submissions are sent to my practice email account, eldpsychologicaltherapy@hotmail.com, which is provided through Microsoft’s email services. Reasonable steps are taken to protect information, but no method of electronic communication can be guaranteed to be completely secure.
You are encouraged to use a private device, secure internet connection and a private space when attending online therapy.
Payments
Payments are made by bank transfer. My business banking records will therefore contain information associated with transactions, such as the payer's name, payment amount, date and payment reference. Financial records may be retained where necessary to meet accounting and tax obligations. Clinical information is not included in banking records unless it is necessary.
How long is information kept?
Clinical records for adults are retained for a minimum of seven years after therapy ends. Where a client was under 18 at the time of treatment, records are retained until at least their 25th birthday. Records may be kept for longer where there is a professional, legal or insurance reason to do so.
Other personal information is kept only for as long as it is reasonably required for the purpose for which it was collected and to meet relevant legal, professional, insurance or regulatory obligations. Information is securely deleted or destroyed when it is no longer required.
Keeping your information secure
Appropriate practical and technical measures are used to protect personal information from accidental loss, inappropriate access, alteration or disclosure. This includes using secure systems, password protection and appropriate access controls.
If a personal-data breach occurs, it will be assessed and managed in accordance with applicable data protection requirements.
Your data protection rights
Depending on the circumstances, you may have rights to:
- ask for a copy of the personal information held about you;
- ask for inaccurate information to be corrected;
- ask for information to be deleted in certain circumstances;
- ask for the use of your information to be restricted;
- object to certain uses of your information; and
- ask for certain information to be transferred to you or another organisation.
Some rights are not absolute and may not apply to all clinical records. If you would like to make a request, please contact eld Psychological Therapy using the email address above.
Website enquiries and tracking
The website enquiry form collects your name, contact details and information you choose to provide about why you are enquiring for therapy. This information is used to respond to your enquiry and, where appropriate, arrange an initial assessment. Please avoid including more sensitive information than is necessary at this stage.
This website does not use non-essential analytics, advertising pixels or other tracking technologies to monitor visitors for marketing purposes.
Complaints about how your data is handled
If you have concerns about how your information has been handled, please contact eld Psychological Therapy in the first instance so that the concern can be addressed.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.
Changes to this policy
This privacy policy may be updated from time to time to reflect changes in the way eld Psychological Therapy works or changes in legal and professional requirements. The most recent version will be available on this website.