Privacy Policy

Our Commitment to Your Privacy

At DMW Relational Counselling, we understand that your privacy is crucial to building the trust necessary for effective therapeutic relationships. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with UK data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Name, address, telephone number, and email address
• Date of birth and emergency contact information
• Health and medical information relevant to your counselling
• Session notes and therapeutic assessments
• Payment and billing information
• Correspondence between you and our practice

How We Collect Information

We collect information through:

• Initial consultation forms and assessments
• During counselling sessions
• Email, phone, or written correspondence
• Payment processing systems
• Our website contact forms and booking systems

How We Use Your Information

Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: You have given clear consent for us to process your personal data
• Contract: Processing is necessary to fulfill our counselling services
• Legal Obligation: Required by law for safeguarding or regulatory purposes
• Vital Interests: To protect your life or that of another person

Purposes of Processing

• Providing counselling and therapeutic services
• Maintaining accurate session records and treatment plans
• Processing payments and maintaining billing records
• Communicating with you about appointments and services
• Meeting professional and legal obligations
• Safeguarding responsibilities when required

Data Storage and Security

How We Protect Your Information

We implement appropriate technical and organizational measures to ensure the security of your personal data:

• Secure, encrypted storage systems for digital records
• Password-protected access to all systems
• Physical security measures for paper records
• Regular security audits and updates
• Staff training on data protection and confidentiality

Data Retention

When We Share Information

We maintain strict confidentiality and will only share your information in limited circumstances:

With Your Consent

• Referrals to other healthcare professionals (with written consent)
• Communication with your GP (with your permission)
• Insurance providers (with your authorization)

Legal Requirements

• Court orders or legal proceedings
• Safeguarding concerns for children or vulnerable adults
• Prevention of serious crime or harm
• Regulatory body investigations

Your Data Protection Rights

Under GDPR, you have the following rights regarding your personal data:

Access and Portability

• Right of Access: Request copies of your personal data
• Right to Portability: Request transfer of your data to another provider

Correction and Deletion

• Right to Rectification: Request correction of inaccurate information
• Right to Erasure: Request deletion of your data (where legally permissible)
• Right to Restrict Processing: Limit how we use your data

Objection and Consent

• Right to Object: Object to processing of your data
• Right to Withdraw Consent: Withdraw consent at any time

Please note that some rights may be limited by professional and legal obligations in healthcare settings.

Website Privacy

Cookies and Tracking

Our website uses minimal cookies to improve functionality:

• Essential Cookies: Required for website operation
• Analytics Cookies: Help us understand website usage (anonymized)
• Security Cookies: Protect against spam and security threats

Contact Forms

Information submitted through our contact forms is:

• Transmitted securely using SSL encryption
• Used only to respond to your inquiry
• Not shared with third parties
• Deleted after 2 years if no services are arranged