Privacy Policy

Clarke Counselling Privacy Policy - General Data Protection Regulations

Introduction

I respect your privacy and take care to keep your information safe. This notice details how your personal data is handled in accordance with UK legislation, including the UK GDPR and Data Protection Act 2018.

I am a UK-based counsellor registered with the BACP, operating under UK jurisdiction. I am registered with the Information Commissioner’s Office. ‘Data controller’ is the term used to describe the person or organisation who collects, stores and has responsibility for people’s personal data. In this instance, the data controller is Meri Florides (me).

My contact details are:
Phone number: 07984368273
Email: clarkecounselling@outlook.com

Lawful Bases for Collecting and Processing Information

In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, I am required to identify a lawful basis for collecting and processing your personal data. I have detailed these below:

Contract: If you are currently having counselling with me or are in contact with me to consider counselling, I will process your personal data as necessary to enter into and carry out a contract with you. This includes scheduling appointments, maintaining records, and providing counselling services.
Legitimate Interest: If you have had counselling with me and it has now ended, I will use legitimate interest as my lawful basis for processing your personal data.

How I use your personal information

Initial contact:

If you get in touch with me – whether via phone, email or the contact form - I will collect the information you choose to share (for example, your name, contact details, and the content of your message). Wix, the platform that hosts my site, may also collect standard information such as IP address, device type, and cookies (see Cookies section below).

I will use your details only to respond to your enquiry.

Information submitted through the contact form will be stored securely in my email inbox and form submission table on Wix.

If we do not go ahead with sessions, our correspondence will usually be deleted within three months.

If you become a client (this includes having a phone or video consultation), your information will then be managed as detailed below.

Information I collect while you are accessing counselling:

Name and contact information.
Signed documents.
Session notes.
Dates of appointments held.
Payment records.
Our correspondence.
Sensitive personal data that you have disclosed to me (called ‘special category information’). For example, details of a mental health condition or disability, or details of support you may have previously accessed or are accessing.
Any additional information you have provided that is relevant to our work together, such as an emergency contact.

Why I Collect It

To provide counselling services.
To maintain records.
To meet ethical and legal responsibilities.

Where I Collect Personal Information From

Directly from you, unless you have provided consent for a third party to share information.

Sharing information

Your information may be shared with third parties under the following circumstances:

When using IT suppliers for record-keeping purposes, such as Microsoft Office 365.

I have your consent to share information with a third party.
I have a legal and/or ethical requirement to do so. This may include: if you disclose a risk of harm to self or others (including safeguarding), if you reveal knowledge of terrorist activity or if a court order is received and a legal obligation arises. I may also be required to share payment records with HMRC.

Retention

Records are retained for a period of 5 years from the date of closure, after which they will be securely and permanently destroyed.
Except for: Payment records, which I am required to keep for a minimum of 5 years following the submission deadline for a tax return. I may be required to keep records for longer, such as if HMRC request a check of my return.

Storage and Security

I take the security of your data seriously. Data is stored securely and confidentially, using password-protected platforms. Records containing sensitive information are given additional security measures.
Any physical records are stored in a locked filing cabinet.

This website is built with Wix, which uses essential cookies to make the site function properly. It may also use cookies for analytics (e.g., visitor statistics). You can choose whether to allow non-essential cookies when you see the cookie banner.

Your Rights

Right to Access

You have the right to ask for a copy of your personal information.

Right to Rectification

You have the right to ask me to amend or change any incorrect information about you.

Right to Erasure

You have the right to ask me to erase any information that I hold about you. This includes your personal information that is no longer relevant to original purposes.

Please be aware that in certain situations I may be unable to comply with such requests, for example if I have a legal obligation to retain a particular record.

Right to Data Portability

You have the right to receive your personal information which you previously provided, and you have the right to transfer that information to another party.

Contact

If you have any questions or concerns about this policy, you can contact me directly. You also have the right to contact the UK Information Commissioner’s Office (ICO): www.ico.org.uk

Changes to this policy

This policy is regularly reviewed and changes may be made in keeping with updated guidance. You are encouraged to check this policy regularly.

Last updated: 15th December 2025