Privacy Notice

This Privacy Notice explains what personal information I collect, how I use it, how it is stored, and your rights under UK data protection law.

As a counsellor and psychotherapist, I am required to keep certain records and handle personal information in accordance with my professional, legal and ethical responsibilities.

Data Controller

Jen Patrick Counselling
Email: contact@jen-patrick.com
Website: www.jen-patrick.com
ICO Registration Number: ZA762626

What information I collect

I may collect and process the following information:

Your name, address, telephone number and email address
Emergency contact details
GP details (where appropriate)
Information you provide when making an enquiry
Information shared during counselling sessions
Session notes and records
Payment and invoicing information

I only collect information that is necessary for the provision of counselling services and the management of my practice.

Why I collect your information

I use your information to:

Respond to enquiries
Arrange and manage appointments
Provide counselling services
Maintain appropriate clinical records
Manage payments and invoices
Meet my professional, ethical and legal obligations

Lawful Basis for Processing

Under UK GDPR, the lawful bases upon which I process personal information include:

Performance of a contract, where processing is necessary to provide counselling services
Legitimate interests, where processing is necessary for the safe and effective operation of my practice
Compliance with legal, professional and regulatory obligations

Where special category data is processed (including information relating to physical or mental health), this is done in accordance with the relevant provisions of UK data protection law and professional obligations.

Confidentiality

Information shared in counselling is treated as confidential. However, confidentiality may need to 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 or court order
Disclosure is necessary for the prevention or detection of serious crime

Where possible, I will discuss any necessary disclosure with you first.

Clinical Records

I keep brief clinical notes as part of my professional responsibilities.

These records are stored securely and contain information relevant to the provision of counselling services.

Supervision

As required by the BACP Ethical Framework, I discuss my work regularly with a clinical supervisor.

Client information shared within supervision is anonymised wherever possible and supervisors are bound by professional confidentiality requirements.

How your information is stored

I use secure systems to manage my practice.

This includes Zanda Health, which is used for client records, appointments, contracts, invoices and routine practice communications such as reminders and appointment confirmations.

Information may also be stored within secure email and document management systems where necessary for the operation of my practice.

Appropriate steps are taken to protect personal information from unauthorised access, loss, misuse or disclosure.

Use of AI-assisted tools

From time to time, I may use AI-assisted software to support administrative, reflective, and practice management tasks.

This may include drafting documents, developing website content, organising information, exploring professional ideas, or supporting my own reflective thinking about therapeutic work.

Where AI-assisted tools are used in relation to client work, I take steps to remove all identifying information. Any information shared is limited to what is necessary for the purpose of reflection or administration and is handled with consideration for client confidentiality and data protection obligations.

AI-assisted tools are not used to provide counselling, make clinical decisions, diagnose, assess risk, or replace professional judgement. Responsibility for all clinical work, record keeping, ethical decision-making, and therapeutic interventions remains entirely with me.

If you have any questions about how AI-assisted tools are used within my practice, please feel free to ask.

Retention of Records

Counselling records are usually retained for seven years following the end of therapy, after which they are securely destroyed.

Some records may need to be retained for longer where required by law.

Your Rights

Under UK data protection law, you have the right to:

Access your personal information
Request correction of inaccurate information
Request erasure of information in certain circumstances
Restrict processing in certain circumstances
Object to processing in certain circumstances
Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact me using the details above.

Data Protection Concerns and Complaints

If you have concerns about how your personal information has been collected, stored, used or shared, you have the right to raise a complaint directly with me.

I will investigate the matter and respond as appropriate.

If you remain dissatisfied with my response, you have the right to complain to the Information Commissioner's Office (ICO).

Website: www.ico.org.uk

Telephone: 0303 123 1113

Changes to this Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes in legal requirements, professional guidance or practice procedures.

The most recent version will always be available on this website.

Last updated: June 2026