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Privacy Policy

How your information is used and protected

This page explains how your personal information is collected, stored, and used when you work with me. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who is responsible for your data?

Data Controller: Kelly Rowe, Rowe Therapy

Email: kelly@rowe-therapy.co.uk

Phone: 07353 776114

ICO Registration Number: ZB912958

What information do I collect?

When you become a client, I may collect and keep the following types of information:

  • Your name, date of birth, address, phone number, and email

  • GP and emergency contact details

  • Relevant health or mental health information you choose to share

  • Brief notes from counselling sessions

  • Invoicing and payment records

Why do I collect your information, and what is my legal basis?

I collect this information to:

  • Provide you with counselling services

  • Communicate with you about appointments or changes

  • Keep records required for ethical, legal, or professional purposes

  • Maintain safety and duty of care (e.g. in case of risk)

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My legal basis for processing your general personal information is performance of a contract (providing the counselling service you've asked for) and, where relevant, my legitimate interests in running my practice safely and professionally.

 

Because therapy notes and health-related information are treated as special category data under UK GDPR, I also rely on the specific condition of provision of health/social care or treatment, alongside your explicit consent, which I'll discuss with you at the start of our work together.

How is your information stored?

Your information is kept securely, either:

  • Digitally (on password-protected devices and secure storage systems)

  • On paper (in locked storage)

 

Only I have access to your records unless I am required to share them (see 'confidentiality' section below).

Where is your information stored?

Some of the administrative tools I use (such as email and video-calling services) may store or process data outside the UK. Where this happens, I only use providers that maintain appropriate safeguards recognised under UK data protection law, such as the UK-US data bridge or standard contractual clauses.

How long is your information kept?

  • Adult clients: I keep records for 7 years after the end of our work together, in line with professional guidance and the Limitation Act 1980.

  • Clients aged 13–17: I keep records until your 25th birthday (or your 26th birthday if you were 17 when our work together ended). This longer period reflects standard professional guidance for young people, since the time limit for bringing a legal claim doesn't begin until you turn 18.

 

After the relevant period, records are securely destroyed or deleted.

Confidentiality and when information may be shared

Everything you share is treated as confidential. However, there are some exceptions:

  • If I believe you or someone else is at serious risk of harm

  • If required by law (e.g. terrorism, serious crime, court order)

  • During professional supervision (discussed anonymously)

  • If you give written consent for me to share information (e.g. with your GP)

What are your rights?

You have the right to:

  • Ask to see the personal information I hold about you

  • Ask me to correct any inaccurate details

  • Request that I delete your information (in some cases)

  • Object to how your information is used

  • Ask me to restrict how your information is processed, in certain circumstances

  • Withdraw consent for me to hold or use your information (where consent was required)

  • Complain to the Information Commissioner's Office (ICO) if you are concerned: www.ico.org.uk

Third-Party Services

I do not share your data with third parties for marketing purposes. However, I may use secure third-party services for administrative functions (e.g. email providers, cloud storage, invoicing). These providers will comply with UK data protection standards.

Website Cookies 

This website uses cookies to help it function and to understand how visitors use the site. Alongside essential cookies needed for the site to work, I use Microsoft Clarity, an analytics tool that provides heatmaps and session recordings to help me understand and improve how the site is used. Clarity does not use this information for advertising or marketing purposes on this site.
 

A cookie consent banner is displayed to visitors, and non-essential cookies (including Clarity's analytics cookies) are only set once you've given consent. You can change your cookie preferences at any time via the banner.

This privacy policy may be updated from time to time to reflect changes in the law or practice, however I will endeavour to keep the most current version available on this website. If you have any questions about how your data is handled, or if you'd like to make a request under your rights, please contact me. Thank you for taking the time to read this. Your privacy is important, and I am committed to protecting it as part of our work together.

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