Hart Counselling CIC Privacy Statement

The following describes what personal data we gather, how and why we keep it and what we will do with it. It also covers your rights around this data. The lawful basis for gathering this is in order to provide psycho-therapeutic services in line with our contractual obligation to you.

What information do we gather and why do we keep it?

Your name and date of birth – these are used as an identifier.

Address, email and phone number(s) – these are kept so that we can make contact with you.

Any other information you feel we need to know in order that we can work safely together.

Session notes that may contain sensitive personal information (e.g. religious beliefs, marital status, financial information) – as a memory aide.


This policy is discussed at the beginning of our work together and we will ask for your consent to use the information as per this notice and the privacy agreement. There may be times when we will need to share information (see below).

When may your data be shared?

There are occasions when we may share your information with other professionals. These are:

Your first name (usually initial) may be shared with our clinical supervisor.

If we receive a subpoena from a court of law.

If you disclose information that raises safeguarding concerns including immediate, serious risk of harm to yourself or others; or abuse or neglect of a child or vulnerable adult, we have a duty of care to disclose that information to the appropriate authorities.

If you disclose anything relating to terrorism, drug trafficking or money laundering we are legally required to inform the police and it is a criminal offence for us to inform you that we have done so.

In the event of your counsellors death or incapacitation there is a plan for all clients to be contacted. If this happens your records will be released to a colleague within the service who will then make contact with you.

If the terms of our working together require it (e.g. to meet an insurer’s or Employee Assistance Programme requirements) – the types of information will be made clear.

How long are these data stored and how is it disposed of?

Contact information will be confidentially destroyed when our work together is complete. Session notes will be kept for 7 years and then confidentially destroyed. Emails, texts & phone records between sessions will be deleted as soon as they are no longer relevant.

Concerns & Corrections

If you would like to have your personal data deleted, please let us know & we will take reasonable steps to delete it (this will be dependent on legal reasons which may require us to maintain certain records).

If you have reason to believe that personal data we have gathered is in some way incorrect or now out of date or if you have concerns about how we am handling the data, please contact us & we will work towards resolving those concerns.

Please do contact us if you have questions on this notice.

Internet Information

Cookies: allow the web provider to count visits & traffic sources so they can measure & improve the performance of the site. They help to clarify which pages are the most & least popular and see how visitors move around the site. Information collected is aggregated and therefore anonymous. You can block these if required. Securing personal data on Emails: you may wish to choose an encrypted email provider.

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