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Privacy Policy

Privacy Policy - Purpose

Find Me Time Counselling is committed to protecting the privacy, confidentiality, and security of personal information held about clients, employees, contractors, and other individuals. This policy outlines how personal data is collected, processed, stored, shared, and protected in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and professional counselling confidentiality standards.

This policy applies to all personal data processed by Find Me Time Counselling in both paper and electronic formats.

Privacy Policy - Scope

This policy applies to:

·       All staff, contractors, and associates working with Find Me Time Counselling

·       All client records and administrative records

·       All electronic systems, devices, and paper records used to store personal information

·       All activities involving the collection, use, storage, or sharing of personal data

Definitions

Personal Data

Any information relating to an identified or identifiable person.

Special Category Data

Sensitive personal information requiring additional protection, including health information, counselling notes, racial or ethnic origin, sexual orientation, religion, and mental health information.

Processing

Any operation performed on personal data, including collection, recording, storage, use, disclosure, or deletion.

Data Subject

The individual whose personal data is being processed.

Data Protection Principles

Find Me Time Counselling will ensure personal data is:

1.       Processed lawfully, fairly, and transparently

2.       Collected for specified, explicit, and legitimate purposes

3.       Adequate, relevant, and limited to what is necessary

4.       Accurate and kept up to date

5.       Retained only for as long as necessary

6.       Processed securely and confidentially

7.       Managed in a way that demonstrates accountability and compliance

Lawful Basis for Principles

Find Me Time Counselling processes personal data under the following lawful bases:

·       Contractual necessity – to provide counselling services

·       Legal obligation – where records must be maintained by law

·       Legitimate interests – for business administration and service improvement

·       Consent – where required for specific communications or disclosures

·       Vital interests – where necessary to protect someone from serious harm

Special category data relating to health and counselling is processed under UK GDPR provisions relating to healthcare, safeguarding, and the provision of counselling and mental health support.

Types of Data Collected

Find Me Time Counselling may collect and process the following information:

Client Information

·       Name

·       Address

·       Telephone number

·       Email address

·       Date of birth

·       Emergency contact details

·       GP details

·       Counselling records and session notes

·       Health and wellbeing information

·       Appointment history

·       Payment information

Website and Communication Data

·       Enquiry forms

·       Email correspondence

·       Website analytics

·       IP address and cookie information where applicable

Staff and Contractor Information

·       Employment records

·       Professional qualifications

·       DBS checks where applicable

·       Payroll and financial information

Confidentiality

Confidentiality is central to counselling practice. Information shared during counselling sessions will remain confidential except where:

·       There is a serious risk of harm to the client or another person

·       Disclosure is required by law

·       Safeguarding concerns arise involving children or vulnerable adults

·       Records are required by a court order

·       The client has given explicit consent for disclosure

Where possible, clients will be informed before confidential information is shared.

Data Collection and Consent

Clients will be informed about:

·       What information is collected

·       Why it is collected

·       How it will be used

·       Who it may be shared with

·       How long it will be retained

·       Their rights under data protection law

Consent forms and privacy notices will be provided where appropriate.

Data Storage and Security

Find Me Time Counselling will implement appropriate technical and organisational measures to protect personal data.

These measures include:

  • Password-protected devices and systems

  • Secure encrypted email and storage systems where possible

  • Locked filing cabinets for paper records

  • Restricted access to confidential information

  • Secure disposal of paper and electronic records

  • Regular software and security updates

  • Antivirus and firewall protection

Only authorised individuals will have access to personal data necessary for their role.

Remote and Online Counselling

Where online counselling is provided:

·       Secure platforms will be used where possible

·       Clients will be informed of any limitations to online confidentiality

·       Sessions should be conducted in private environments

·       Recordings will not be made without explicit written consent

Data Sharing

Personal data will not be sold or shared for marketing purposes.

Information may be shared with:

  • Supervisors for professional counselling supervision

  • Healthcare professionals where appropriate and consented to

  • Safeguarding authorities where legally required

  • Accountants, insurers, or legal advisors where necessary and compliant

  • Technology providers supporting secure business operations

Any third parties processing data on behalf of Find Me Time Counselling will be required to maintain appropriate data protection standards.

Data Retention

Records will only be retained for as long as necessary.

Typical retention periods include:

Record Type

Retention Period

Adult client records

7 years after counselling ends

Child client records

Until age 25 or 7 years after counselling ends, whichever is longer

Financial records

6 years

Staff records

In accordance with employment law requirements

At the end of the retention period, records will be securely destroyed or permanently deleted.

Data Subject Rights

Individuals have the right to:

·       Access their personal data

·       Request correction of inaccurate data

·       Request deletion of data where applicable

·       Restrict or object to processing

·       Withdraw consent where processing is based on consent

·       Request transfer of their data

·       Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests should be made in writing to the Data Protection Lead.

Subject Access Requests

Find Me Time Counselling will respond to subject access requests within one month of receipt unless an extension is legally permitted.

Identity verification may be required before information is released.

Certain counselling notes may be exempt from disclosure where release could cause serious harm to the client or another individual.

Data Breeches

Any actual or suspected personal data breach must be reported immediately to the Data Protection Lead.

Find Me Time Counselling will:

  • Investigate the breach promptly

  • Take steps to minimise harm

  • Maintain records of breaches

  • Notify the ICO within 72 hours where legally required

  • Notify affected individuals where there is a high risk to their rights and freedoms

Staff Responsibilities

All staff, contractors, and associates are responsible for:

·       Maintaining confidentiality

·       Following this policy and related procedures

·       Reporting data breaches or concerns immediately

·       Completing any required data protection training

·       Using secure methods for storing and transmitting information

Failure to comply with this policy may result in disciplinary action or termination of contract.

Use of Email. Mobile Phones and Devices

All electronic communication containing personal or sensitive information must be handled securely.

Staff and practitioners must:

  • Use password-protected devices

  • Avoid sharing confidential information through insecure channels

  • Lock devices when unattended

  • Report lost or stolen devices immediately

  • Use secure Wi‑Fi connections where possible

Cookies and Website Policy

Where Find Me Time Counselling operates a website, users will be informed about:

·       The use of cookies

·       Website analytics

·       Contact form data collection

·       Privacy rights

A separate Privacy Notice and Cookie Policy may be maintained where applicable.

Complaints

Any concerns regarding the handling of personal data should first be directed to Find Me Time Counselling. In the event you would like to raise a complaint. I will respond within 20 days of receipt.

Email info@findmetime.co.uk in the first instance.

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Individuals also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Website: https://ico.org.uk
Telephone: 0303 123 1113

Policy Review

This policy will be reviewed annually or sooner where:

·       Legal or regulatory requirements change

·       Working practices change

·       A data breach or significant incident occurs

·       New systems or technologies are introduced

Contact Information

Data Protection Lead: Caroline Yeandle

Organisation: Find Me Time Counselling
Email: info@findmetime.co.uk
Address: Uckfield. East Sussex, TN22 5YB

Approval

Signed: CYeandle
Name: Caroline Yeandle
Position: Owner
Date: 21st May 2026

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