Privacy & Data Protection Notice

1. Practice Details & Data Controller

Practice Name: Islands Counselling Service

Data Controller: Talia Brotman

Email: Islandscounselling@outlook.com

Phone: 07720627967

ICO Registration: [Your ICO Registration Number] (As a UK practitioner processing data electronically, registration with the Information Commissioner's Office is required)

2. Personal Data Collected To provide counseling services safely and professionally, I collect:

Standard Personal Data: Name, date of birth, address, email address, phone number, and emergency contact details.

Special Category (Health) Data: GP contact details, relevant medical background, signed client agreements, and brief clinical session notes.

3. Lawful Basis for Holding Information Data is processed under the following lawful bases:

Contract: To provide agreed counseling services.

Legitimate Interests: To maintain clinical notes and run an efficient private practice.

Explicit Consent: For processing health-related data and making initial contact.

4. Storage & Record Retention (7-Year Rule)

Digital Data: Electronic communications, emails, and online documents are saved using encrypted, password-protected systems.

Paper Data: Physical documents are stored securely in a locked filing cabinet, separate from identifying personal details.

Retention Period: In accordance with standard practitioner insurance requirements, all clinical notes and personal data are kept securely for 7 years following the end of therapy. After 7 years, digital files are permanently deleted and paper records are securely shredded.

5. Website Cookies This website uses essential cookies necessary for core functions, such as site navigation, secure access, and delivering contact form messages. These cookies do not store personally identifiable information or track your activity across other sites. By using this website, you agree to these functional cookies.

6. Confidentiality & Data Sharing Client information is treated with strict confidentiality and is never sold or used for marketing. Data is only disclosed in the following situations:

Clinical Supervision: Routine discussions with a qualified supervisor to maintain ethical standards (all details are kept anonymous).

Safety/Legal Duty: Where there is a serious risk of harm to yourself or others, or where required by law (e.g., court orders, terrorism, or money laundering).

7. Your Legal Rights Under UK data protection law, you have the right to:

Request a copy of the personal data held about you (Subject Access Request).

Request corrections to inaccurate information.

Request erasure of your data (subject to legal and insurance record retention obligations).

8. Contact & Complaints If you have questions about how your data is handled, please contact me directly at [Your Email Address]. You also have the right to raise concerns with the UK authority:

Information Commissioner's Office (ICO): www.ico.org.uk | 0303 123 1113