Privacy statement for clients

Privacy statement for clients

The information we collect and store

During your time as a client we will make note of your contact details, relevant medical history and key issues addressed during each session. From time to time you might also provide us with relevant information from third parties, such as medical practitioners and other therapists. These pieces of information will inform our treatment plan for you. Summary notes of each session are kept to only inform subsequent sessions.

The information you provide will be kept confidentially and we will not pass on your details to any other company or organisation unless we have your express agreement at the time to do so, other than when required by law to be disclosed. That is:

  • if a legal action demands it (that is, in a criminal or civil court case where a court order is made demanding disclosure - includes coroner's courts),
  • where there is a legal requirement. For example (but not exclusively): Children's Act (1989), Terrorism Act (2000), Road Traffic Act (1988), Serious Crime Act (2007)
  • where there is good cause to believe that not to disclose would cause danger of serious harm to the client, the therapist and/or to others.

We will only keep records of relevant information pertaining to your treatment or coaching and will do so securely and in compliance with the General Data Protection Regulations and the Data Protection Act.

Right of access

You have the right to request a copy of your stored notes. We will provide you with the information within one month of receipt. This might be extended by a further two months where requests are complex or numerous. If this is the case, you will be informed of it

Basic requests for copies are free of charge. However, if a request is excessive and requires additional administrative work, then a fee may be applied

All responses to requests for access will be provided in a structured, commonly used and machine readable format.

Right of rectification

If you know of a factual error in your information, please let us know and it can be corrected.

Right to erasure

Our professional insurance require us to maintain client records and to retain those records for a minimum of seven years following the last occasion on which treatment was given. In the case of treatment to minors, it is advisable that records should be kept or at least 7 years after they reach the age of majority (18).

Because records are required to be kept “for the establishment, exercise or defence of legal claims” client notes are exempt from the Right to Erasure as outlined on the Information Commissioner’s Office website: (

Your acknowledgement

At your first appointment, you will be asked to sign to acknowledge that you understand the above statement about recording keeping in relation to your work with us.

Other communication

From time to time we would like to contact you with details of updates to our services and news about our practice and may seek your express permission to do so during consultation. You will always have the option of withdrawing this consent if you choose. This permission will be sought separately from your acknowledgement of the above statement.

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