Privacy Notice

Introduction

At Holly & Fern Counselling, your privacy is of utmost importance. This notice outlines how I collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

Who I Am

I am an independent Counsellor, providing a confidential counselling service. My contact details are:

Mandy Jack (trading as Holly & Fern Counselling)
Sharpenhoe Rd, Barton-le-Clay, Beds. MK45 4SD
Email: hello@hollyandferncounselling.co.uk
Phone: 07359 302436

What Information I Collect

To provide effective counselling services, I may collect the following personal information:

Your name, address, email, and phone number
Date of birth
Emergency contact details
Relevant medical/mental health information
Session notes and correspondence

How I Use Your Information

Your personal information is used to:

Arrange and provide counselling appointments
Contact you regarding your sessions
Maintain accurate records as required for professional and legal reasons
Communicate in case of an emergency

Lawful Basis for Processing

I process your personal data under the following lawful bases:

Contract: To fulfil the counselling contract between us
Legal obligation: To comply with legal and regulatory requirements
Vital interests: To protect your or another person’s vital interests in an emergency
Consent: Where you have given explicit consent for specific processing (e.g., sharing information with a third party at your request)

How Your Information Is Stored

All personal information is stored securely, either digitally (on password-protected devices and/or fully encrypted GDPR compliant client management system) or in physically locked filing systems. I take all reasonable steps to ensure your data is protected from unauthorised access, alteration, or disclosure.

How Long Your Information Is Kept

I retain your records for seven years from the date of your last session, in line with professional guidelines. After this period, your information will be securely destroyed.

Sharing Your Information

Your information is treated as confidential and will not be shared with third parties except:

With your explicit consent
Where required by law (e.g., court order, safeguarding concerns)
In supervision, where your identity is protected

Your Rights

You have the following rights regarding your personal data:

The right to access your information
The right to rectify incorrect or incomplete data
The right to request erasure of your data (subject to legal requirements)
The right to restrict or object to processing
The right to data portability
The right to withdraw consent at any time (where applicable)
The right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/

Contact

If you have any questions or concerns about how your data is handled, please contact me at hello@hollyandferncounselling.co.uk or on 07359 302436.

Updates to This Notice

This privacy notice may be updated from time to time. The latest version will always be available upon request or on my website.

Last updated: 13/01/2025