Privacy notice
How I look after your information
This notice explains what personal information I collect, why, how I keep it safe and what rights you have. It applies to anyone who contacts me, my counselling clients, and visitors to my website.
1. Who I am
I'm Carly Parry, trading as Carly Parry, Counselling Practice & Consultancy. I'm responsible for your information, which makes me the “data controller” under UK data protection law.
Address: [business address]
Email: hello@carlyparry.co.uk
ICO registration number: [number]
I work alone, so I'm the person to contact about anything in this notice.
2. The information I collect
If you contact me: your name, contact details and anything you choose to tell me in your message.
If you become a client:
your name, the name you'd like me to use, and your pronouns if you share them
your phone number, email and home address
confirmation that you're 18 or over
your emergency contact and GP's details
your signed agreement and assessment form
brief notes of our sessions
what brings you to counselling, and anything you choose to share about your physical or mental health or neurodivergence
your answers to safety questions
payment records, using your initials as the reference
Some of this is health information. The law treats it as especially sensitive, and so do I.
3. Why I use it, and the legal basis
The law only allows me to use your information if I have a valid reason, called a “lawful basis”. These are mine:
| What I use it for | Lawful basis |
|---|---|
| Replying to your enquiry and arranging a first call | Taking steps you've asked for before we agree to work together |
| Providing counselling, arranging sessions and taking payment | To carry out our agreement (a contract) |
| Keeping financial records for tax | A legal obligation |
| Contacting your emergency contact or GP, or emergency services, if your life or someone else's is at serious risk | To protect someone's vital interests, or a legal obligation |
| Keeping records so I can respond to a complaint or legal claim | My legitimate interests in being able to account for my work |
Health information needs an extra condition. I hold it because I provide counselling as a health and care service, and I owe you a duty of confidentiality. If I ever need to share it to protect a child or an adult at risk, I rely on the condition that allows this for safeguarding.
I don't use your information for marketing, and I never sell it.
4. Who sees your information
Only I can see your records. I share information only:
with my clinical supervisor, without your name or details that could identify you
in an emergency or to keep someone safe, as explained in my client agreement
when the law requires it, for example a court order
with your consent, for example if you ask me to write to your GP
with my clinical executor, Kate Wyness, a qualified counsellor, if I die or become unable to work. She would see only your first name and contact details, so she can let you know
These companies store or process information on my behalf, under contracts that require them to keep it secure:
| Company | What for |
|---|---|
| Google (Google Workspace) | Email, calendar, Google Meet video sessions, and secure document storage |
| [My bank] | Receiving payments |
| [My mobile network] | Texts and calls on my practice phone |
| [Website host] | My website and contact form |
5. Where it's stored and how I protect it
Records are stored electronically in my Google Workspace account, protected by two-step sign-in, on encrypted devices.
I don't keep paper records. Anything printed is shredded.
Google may store or access data outside the UK, including in the US. These transfers are protected by safeguards recognised under UK law.
6. How long I keep it
| Information | How long |
|---|---|
| Enquiries that don't lead to counselling | [6 months] after our last contact |
| Client records, including notes, agreement and assessment form | [7] years after our last session |
| Financial records | At least 5 years after the 31 January Self Assessment deadline for that tax year, as HMRC requires |
After that, I delete records securely.
7. Your rights
You have the right to:
see the information I hold about you, including session notes. I'll reply within one month, free of charge
ask me to correct anything that's wrong
ask me to delete your information. I may need to keep some records for the periods above, and I'll explain why if so
ask me to limit how I use your information, or object to how I use it
ask for a copy of information you gave me, in a format you can take elsewhere
withdraw consent at any time, where I've relied on your consent
To use any of these rights, email hello@carlyparry.co.uk.
8. How to complain
If you're unhappy with how I've handled your information, please tell me first, by email or in any other way you prefer. I'll acknowledge your complaint within 30 days, look into it, and let you know the outcome.
You can also complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, or 0303 123 1113.
9. My website
The contact form collects your name, email address, what you’re getting in touch about, and any message you choose to write. It’s sent to my email and handled in the same way as any other enquiry (see sections 3 and 6).
Cookies and tracking: this website doesn’t use advertising or tracking cookies. [If you add analytics or a booking widget later, describe it here.]
Fonts: the website loads its fonts from Google Fonts. This means your browser connects to Google’s servers, which receive your IP address so the fonts can display. [Remove this paragraph if the fonts are hosted on your own website instead.]
Hosting: [Website host] hosts this website and may keep basic technical records, such as IP addresses, for security.
10. Changes to this notice
I review this notice every year, and update it sooner if anything changes. When I update it, I change the version number and date below, and tell clients about important changes.
| Version | 1.0 |
|---|---|
| Effective from | [date] |
| Next review | [date, 12 months later] |