Privacy Policy

Southlake Therapy
Data Controller: Theresa Curtis
ICO Registration Number: A8483577
Website: www.theresacurtiscounselling.com

Last Updated: June 2026

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Introduction

Southlake Therapy is committed to protecting your privacy and handling your personal information responsibly and in accordance with UK data protection law.

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This Privacy Policy explains how I collect, use, store and protect your personal information when you visit my website, contact me, or engage in counselling services.

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Information I Collect

I may collect and process the following personal information:

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• Name

• Address

• Date of birth

• Email address

• Telephone number

• GP details

• Emergency contact details

• Information provided through website enquiries

• Information shared during counselling sessions

• Session notes

• Payment information relating to bank transfers      

 

Website Enquiries

If you complete the contact form on my website, I will collect the information you provide in order to respond to your enquiry and discuss potential counselling support.

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Submitting a contact form does not create a counselling agreement or guarantee that counselling services will be provided.

Email, Telephone and Text Messages

 

If you contact me by email, telephone or text message, I will use your contact details to respond to your enquiry and communicate with you regarding appointments.

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I ask that sensitive personal information is not shared via email wherever possible.

Phone calls are not recorded.

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Text messages, emails and enquiry information are retained only for as long as necessary for the administration of counselling services and are then securely deleted.

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Counselling Records

If we begin working together, I will collect information relevant to the provision of counselling services.

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Brief session notes may be kept to support safe and effective practice. These notes are stored securely and are only accessible to me.

Paper records are stored in a locked cabinet and any electronic documents are password protected.

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Online Counselling

Online counselling sessions are conducted using Microsoft Teams.

 

Microsoft processes data in accordance with its own privacy and security policies.

 

Sessions are not recorded unless explicitly agreed in advance.

 

Payments

Payments are made via bank transfer.

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I do not store your bank account details. However, records of payments may appear within my banking records and financial accounts, which are retained in accordance with legal and accounting requirements.

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How I Use Your Information

I use your personal information to:

• Respond to enquiries

• Arrange and manage appointments

• Provide counselling services

• Maintain appropriate clinical records

• Meet legal, ethical and professional obligations

• Safeguard clients or others where necessary

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I do not sell, rent or use your information for marketing purposes.

 

Sharing Information

Your information will remain confidential unless:

• You provide consent for information to be shared

• There is a serious concern regarding your safety or the safety of another person

• Disclosure is required by law or court order

• Disclosure is necessary to meet safeguarding responsibilities

 

As part of my professional and ethical obligations, I discuss my client work with a clinical supervisor. Client anonymity is maintained wherever possible.

 

In the event of my death or incapacity, arrangements are in place for a professional colleague to access client records solely for the purpose of managing client care and fulfilling legal obligations.

 

Legal Basis for Processing

Under UK GDPR, my lawful bases for processing personal information include:

• Performance of a contract (providing counselling services)

• Legitimate interests (running a safe and effective counselling practice)

• Legal obligations

• Vital interests where safeguarding concerns arise

 

Special category data relating to health and wellbeing is processed for the provision of counselling services.

 

Data Retention

Client records relating to adults are retained for 7 years following the end of counselling and are then securely destroyed.

 

Records relating to children and young people may be retained until the client's 25th birthday, or for 7 years after counselling ends, whichever is longer.

 

Enquiry information for individuals who do not proceed to counselling will be retained only for as long as reasonably necessary and then securely deleted.

 

Website Cookies and Analytics

This website is hosted by Wix.

 

Wix uses cookies and analytics tools to help monitor website performance, security and visitor activity. This may include information such as pages visited, approximate location, device type and how visitors interact with the website.

 

The information collected through Wix Analytics is generally aggregated and does not personally identify individual visitors.

 

You can manage cookie preferences through your browser settings. Further information about how Wix collects and processes data can be found in Wix's Privacy Policy.

 

Your Rights

Under UK GDPR, you have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request restriction of processing in certain circumstances

• Object to certain forms of processing

• Request erasure where legally applicable

• Lodge a complaint

 

Some rights may be limited where I am required to retain information for legal, insurance or professional reasons.

 

Data Protection Complaints

If you have concerns about how I have collected, stored, used or shared your personal information, you have the right to make a complaint directly to me.

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Please provide:

• Your full name

• Your contact details

• Details of your complaint, including any relevant dates and previous correspondence

 

You can submit your complaint by email.

 

I will acknowledge your complaint and investigate the concerns raised. I aim to respond within 30 days of receiving your complaint.

Your personal information will only be used for the purpose of investigating and responding to your complaint and will be retained in accordance with legal requirements.

 

If you remain dissatisfied with my response, you have the right to refer your complaint to the Information Commissioner's Office (ICO).

 

Further information can be found at www.ico.org.uk.

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Contact

If you have any questions regarding this Privacy Policy or how your information is handled, please contact:

Theresa Curtis
Southlake Therapy
ICO Registration Number: A8483577

Email: theresacurtis23@gmail.com

Website: www.theresacurtiscounselling.com