Privacy Policy

Pastures New Counselling
Effective from: October 2025
Data Controller: Tina Robertson
Contact: robertsontj60@googlemail.com

1. Why This Policy Matters

At Pastures New Counselling, your privacy is a priority. This policy explains how I collect, use, store, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information I Collect

To provide safe and effective therapy, I may collect:

Contact details: Name, phone number, email, address
Personal details: Date of birth, GP information, emergency contact
Health and wellbeing information: Reasons for seeking therapy, relevant medical or psychological history
Session notes: Brief summaries of our sessions
Administrative data: Appointment records, invoices, payment details

3. How Your Data Is Used

I use your information to:

Deliver counselling and therapy services
Arrange and manage appointments
Maintain accurate records in line with professional standards
Respond to emergencies or safeguarding concerns
Comply with legal and ethical obligations

4. Legal Grounds for Processing

I process your data under the following lawful bases:

Consent: You have given clear permission
Contract: To fulfil our therapeutic agreement
Legal obligation: To meet regulatory or legal requirements
Vital interests: To protect your life or wellbeing in emergencies.

5. How Your Data Is Stored

Your data is stored securely in encrypted digital systems or locked physical files
I use GDPR-compliant platforms for email, video sessions, and record-keeping
Only I (your therapist) have access to your records unless legally required to share them

6. When Data May Be Shared

I will not share your data without your consent unless:

There is a serious risk of harm to you or others
I am legally required to do so (e.g. court order, terrorism, money laundering)
You request a referral or collaboration with another professional

7. Your Rights

You have the right to:

Access your personal data
Request corrections or updates
Withdraw consent at any time
Request deletion of your data (unless required to retain it)

8. How Long I Keep Your Data

I retain client records for 7 years after therapy ends (or until age 25 for children), in line with professional guidelines. After this, your data is securely destroyed.

9. Use of Third-Party Services

If I use third-party services (e.g. email, video platforms), I ensure they are GDPR-compliant. You will be informed of any such services used in our work together.

10. Updates to This Policy

This policy may be updated to reflect changes in law or practice. The latest version will always be available on request or via my website.