PRIVACY NOTICE

Last updated: 06/26

I am Michelle Cobb, a qualified counsellor and the data controller responsible for the personal information you provide.

I am a member of NCPS  and comply with the ethical framework and professional standards of that organisation.

ICO Registration Number: ZB356993

Contact Details

Email: michellecobbinfo@gmail.com

Phone: 07360 287 003

Postal Address: [Insert correspondence or practice address if applicable]

I take your privacy seriously and process your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

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WHAT INFORMATION I COLLECT

I may collect and process the following personal information:

• Name and contact details (email address, telephone number, postal address where provided)
• Date of birth
• GP details and emergency contact information where appropriate
• Information you provide when making an enquiry
• Information shared during counselling sessions
• Brief counselling session notes
• Appointment and payment records
• Website usage information collected through cookies where consent has been provided

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HOW AND WHY I USE YOUR INFORMATION

I use your personal information to:

• Respond to enquiries about counselling services
• Arrange and manage appointments
• Provide counselling and therapeutic support
• Maintain appropriate clinical records
• Ensure safe and ethical practice
• Meet legal, regulatory, safeguarding and professional obligations
• Manage administrative matters relating to my practice
• Improve the functionality and effectiveness of my website

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LAWFUL BASIS FOR PROCESSING

Under UK GDPR, I rely on the following lawful bases:

Provision of Health or Social Care

Special category information disclosed during counselling is processed under Article 9(2)(h) UK GDPR, which permits processing necessary for the provision of health or social care.

Contract

Where you engage with counselling services or request appointments, processing is necessary to fulfil our contractual arrangements.

Legal Obligation

Certain information may be processed where required to comply with legal, safeguarding, taxation, insurance or regulatory obligations.

Legitimate Interests

I may process limited personal information where necessary for legitimate administrative purposes, including maintaining records, responding to complaints, managing professional obligations, and protecting the lawful operation of my practice.

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WHO I SHARE INFORMATION WITH

I treat all information shared during counselling as confidential and do not routinely disclose personal information to third parties.

Information may be shared where necessary with:

• Emergency services
• Your GP or other healthcare professionals (where appropriate and with your consent unless there is a safeguarding or serious risk concern)
• Safeguarding agencies
• Legal authorities where disclosure is required by law
• Professional advisers, insurers or legal representatives where necessary for complaints, legal claims or regulatory matters

Any disclosure will be limited to the minimum information necessary for the purpose.

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CONFIDENTIALITY

Everything you share during counselling is treated as confidential.

Confidentiality may be broken where:

• There is a serious risk of harm to yourself or another person
• There are safeguarding concerns involving a child or vulnerable adult
• Disclosure is required by law, court order or regulatory requirement
• It is necessary to protect life or prevent serious harm

Where appropriate and safe to do so, I will discuss any disclosure with you beforehand.

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PROFESSIONAL SUPERVISION

As part of safe and ethical practice, I participate in regular professional supervision.

Information discussed in supervision is anonymised wherever possible and you will not be identifiable.

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INTERNATIONAL TRANSFERS

Some of the service providers I use to operate my practice and website, including Wix and Google services, may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards are used to protect your information in accordance with UK GDPR requirements. These safeguards may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms.

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HOW YOUR INFORMATION IS STORED

I take appropriate steps to keep your information secure.

• Digital records are password protected
• Devices used for practice purposes are secured
• Email accounts are protected and access is restricted
• Paper records, where used, are stored in locked storage
• Access to client information is restricted to me
• Session notes are stored separately from contact details where practicable

Although reasonable security measures are in place, no method of electronic communication can be guaranteed completely secure.

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HOW LONG I KEEP YOUR INFORMATION

Records are retained in accordance with professional, legal and insurance requirements.

• Counselling records and session notes are retained for up to 7 years after therapy ends
• Contact details are deleted or archived when no longer required
• Enquiries that do not result in counselling are normally deleted within 1 month

Records may be retained for longer where necessary in connection with insurance requirements, complaints, legal claims, safeguarding matters or other legal obligations.

At the end of the retention period, information is securely destroyed or permanently deleted.

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YOUR RIGHTS

Under UK GDPR you have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data where applicable
• Request restriction of processing
• Object to certain types of processing
• Request transfer of your data to another organisation where applicable
• Withdraw consent where processing relies on consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Further information about your rights is available from the ICO.

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COOKIES AND WEBSITE DATA

My website is hosted by Wix and uses cookies.

Cookies are small files stored on your device that help websites function effectively and provide information about how visitors use a website.

I use:

Essential Cookies

These are necessary for the website to function correctly and cannot be switched off.

Analytics Cookies

Google Analytics cookies help me understand how visitors use the website so that I can improve its performance and usability.

Analytics cookies will only be used if you provide consent through the cookie banner.

You may change or withdraw your cookie preferences at any time.

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THIRD-PARTY SERVICES

My website may include embedded content or services provided by third parties, such as Google Maps.

These providers may collect information directly from your device and may set their own cookies. Their use of your information is governed by their own privacy policies.

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CHILDREN'S PRIVACY

This website is not intended for children under the age of 18 without the involvement of a parent, guardian or appropriate responsible adult. I do not knowingly collect personal information from children through the website without appropriate consent or authority.

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COMPLAINTS

If you have concerns about how I handle your personal information, please contact me first so that I can try to resolve the matter.

You 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: ico.org.uk

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CHANGES TO THIS PRIVACY NOTICE

This privacy notice is reviewed regularly and may be updated from time to time.

The latest version will always be available on this website.