Privacy Policy
Siobhan Towland Counselling and Psychotherapy
[Last updated: June 2026]
What information I collect and why
When you contact me or work with me, I collect and hold the following:
Contact details
Your name, phone number, and email address. I use these to respond to enquiries, arrange sessions, and stay in contact with you about your appointments.
Session notes
I keep brief written notes after each session to support continuity of care. These are stored securely in a password-protected Google document that only I can access.
Emergency contact and GP details
I ask for these at the start of our work together as a standard safety measure. I would only use them in a genuine emergency.
Payment information
I do not store card or bank details. Payments are made by BACS transfer and I keep a record of invoices and payments for my accounts.
The legal basis for holding your information
For contact and appointment information, I rely on legitimate interests, specifically the legitimate interest of being able to provide you with a counselling service and manage my practice.
For session notes and health-related information, which is classified as special category data under UK GDPR, I rely on your explicit consent, given at the start of our work together, alongside the substantial public interest condition relating to counselling and mental health support.
For emergency contact and GP details, I rely on vital interests and, where relevant, your consent.
Third-party services I use
I use Gmail and Google Meet, both provided by Google LLC, for email correspondence and for online sessions where applicable. Google operates under a data processing agreement and stores data in accordance with UK GDPR. I do not use these platforms for storing session notes.
I do not use any scheduling software, payment processors, or other third-party tools that hold your personal data.
Payments are made by BACS transfer directly to my bank account. I do not have access to your bank details beyond what you choose to share with me, and I do not store them.
How long I keep your information
I keep client records for seven years after our work together ends, in line with BACP guidance. After that point, records are securely deleted. If you contacted me but we did not work together, I delete your contact details within six months.
Your rights
Under UK GDPR and the Data (Use and Access) Act 2025, you have the following rights:
• The right to access the personal information I hold about you.
• The right to have inaccurate or incomplete information corrected.
• The right to request that I delete your information, where there is no overriding legal or ethical reason for me to keep it.
• The right to restrict or object to how I use your information in certain circumstances.
• The right to withdraw consent at any time where I am relying on consent as my legal basis. Withdrawing consent does not affect anything that has already happened.
If you make a request to access your information, I will respond promptly and within one month. If I need to ask you for clarification before I can respond fully, I may pause that timeframe until I have received what I need.
How to make a complaint
If you have a concern about how I have handled your personal information, you have the right to raise it directly with me. You can do so by emailing siobhantowlandcounselling@gmail.com. I will acknowledge your complaint within 30 days and let you know the outcome once I have looked into it properly.
If you are not satisfied with how I handle your complaint, or if you prefer to go directly to the regulator, you can contact the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
Contact
If you have any questions about this policy or how I handle your information, you can reach me at:
Email: siobhantowlandcounselling@gmail.com
Phone: 07883 636773