Privacy Policy

1. Who I am

I am Denise Wilkinson, an integrative counsellor in private practice, based in Newbury, Berkshire. I am registered with the British Association for Counselling and Psychotherapy (BACP) and work as a sole trader.

You can contact me at: denisewilkinsoncounselling@gmail.com

Website: denisewilkinsoncounselling.com

2. What information I collect

I may collect and hold the following categories of personal information:

• Your name, contact details (email address, phone number, and postal address where relevant)
• Information you share when making an enquiry through my website or by email
• Appointment and booking information
• Clinical notes made after sessions, including information you share about your life, relationships, mental and physical health, and any concerns or difficulties you bring to therapy
• Emergency contact details, where provided
• Billing information (where applicable)

3. How I collect your information

I collect information in the following ways:

• Via the contact form on my website (enquiries are sent to my professional email address)
• By email directly to denisewilkinsoncounselling@gmail.com
• During assessment and therapy sessions, through what you choose to share with me
• Occasionally by telephone or text message for appointment-related communication

4. How I use your information

I use your personal information to:

• Respond to your enquiry and arrange an initial consultation
• Manage appointments and communicate with you about scheduling
• Provide counselling and therapy services
• Keep clinical records, which support the safe and effective delivery of therapy
• Fulfil my legal and professional obligations, including safeguarding duties

The legal basis for processing your data is: your consent (for initial contact and booking); the performance of a contract (for the provision of therapy); and legitimate interests (for keeping clinical records in line with professional guidance).

5. Where your data is stored and processed

I use the following third-party services, each of which processes personal data on my behalf:

Teams (online sessions)

Where sessions take place online, I use Teams. I recommend that you review Teams' own privacy policy. Sessions are not recorded without your explicit consent.

6. Clinical supervision

As a registered therapist, I am required to attend regular clinical supervision. I may discuss aspects of our work in supervision, but I do so using only the minimum information necessary, and your identity will not be disclosed. Supervision is itself a confidential relationship governed by professional ethical standards.

7. Confidentiality and its limits

What you share in therapy is confidential. There are, however, limited circumstances in which I may be required or have good reason to break confidentiality:

• Where there is a serious and immediate risk of harm to you or to another person
• Where I am required to do so by law (for example, under terrorism legislation or a court order)
• Where safeguarding concerns arise, particularly in relation to children or vulnerable adults
• Where I have your explicit consent to share information with a third party

I work in accordance with the BACP Ethical Framework, which guides my approach to confidentiality, safeguarding, and data protection.

8. Working with young people

Where I work with clients under the age of 18, I will discuss confidentiality arrangements and any consent requirements with the young person and, where appropriate, their parent or guardian, before therapy begins. I take my safeguarding responsibilities seriously and follow relevant statutory and professional guidance.

9. How long I keep your data

I retain client records for seven years following the end of therapy, in line with NCPS guidance. For clients who were under 18 at the time of therapy, records are retained until the client's 25th birthday, or for seven years from the end of therapy, whichever is longer.

Enquiry data from people who do not go on to become clients is deleted within six months of the last contact.

10. Your rights

Under UK GDPR, you have the right to:

• Access the personal data I hold about you (a Subject Access Request)
• Request that inaccurate data is corrected
• Request erasure of your data, subject to my legal and professional retention obligations
• Object to or restrict processing of your data in certain circumstances
• Withdraw consent, where consent is the basis for processing

To exercise any of these rights, please contact me at: denisewilkinsoncounselling@gmail.com

If you have a concern about how I handle your personal data, you can raise it with me directly by emailing: denisewilkinsoncounselling@gmail.com I'll acknowledge your complaint within 30 days, look into it without undue delay, keep you informed of progress, and let you know the outcome. You also have the right to complain to the Information Commissioner's Office at any time, whether or not you've raised it with me first. You can contact the ICO at ico.org.uk.

11. Use of AI tools

I do not use artificial intelligence (AI) to record, transcribe or analyse counselling sessions. The therapeutic relationship remains central to my work, and my professional judgement and clinical decision-making remain my responsibility. Should I consider introducing AI tools into my practice in a way that affects the counselling process or the handling of your personal information, I will consider the relevant ethical, confidentiality and data protection implications and discuss the proposed use, including its potential benefits and risks, with you in advance. I am committed to using technology responsibly and in accordance with the BACP Ethical Framework for the Counselling Professions and applicable data protection requirements.

12. Changes to this policy

I may update this policy from time to time. The current version will always be available on my website. If you are an existing client and I make a significant change, I will let you know directly.