As part of offering counselling, I collect and hold some personal and sensitive information about you. Looking after your information carefully is an important part of the therapeutic relationship, and I am committed to keeping it safe, confidential and using it only for appropriate professional purposes.
This privacy notice explains what information I collect, why I collect and use it, how it is stored, who it may be shared with and your rights in relation to it.
This privacy notice has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.
Contact details
Data Controller: Tamsin Ireland Counselling
Telephone: 07599 922396
Email: [email protected]
I am registered with the Information Commissioner’s Office (ICO). My registration number is ZA849552.
What information do I collect?
To work safely and effectively with you, I may collect information including:
- Your name, date of birth, telephone number and email address
- Your GP’s name and contact details, where provided
- Information about your physical or mental health, medication and any other professionals or services involved in your care, where relevant
- An emergency contact
- Information you share during assessments and counselling sessions
- Brief pseudonymised therapy notes
- Appointment records
- Records of payments made for counselling sessions
Most information comes directly from you. This may be provided during our initial conversations, through assessment forms, emails, telephone calls or during counselling sessions.
In some circumstances, an emergency contact may provide information if there are concerns about your safety.
Why do I collect and use this information?
I collect this information so that I can provide counselling safely, understand your circumstances, keep appropriate professional records and meet my legal and ethical responsibilities.
Data protection law requires me to have a lawful reason for using your information. I do this because it is necessary for us to enter into and carry out our counselling agreement, to provide health or social care and to meet professional and legal responsibilities, including responding to legal claims if necessary.
Who do I share information with?
Your information is confidential and will not be shared with anyone outside of the situations described below.
As part of good professional practice, I have regular clinical supervision. My supervisor is also bound by professional and ethical requirements, and I do not share information that would identify you.
There are some situations where I may need to share information, even if I am unable to seek your consent first, for example if:
- I believe you or someone else is at serious risk of harm
- There are safeguarding concerns relating to a child or vulnerable adult
- I am required to do so by law or by a court order
- Information relates to terrorism, money laundering or drug trafficking
I also have a Clinical Will. If I were to become seriously ill, incapacitated or die unexpectedly, trusted professional contacts would be able to access a password protected file containing only your name and contact details so that they could let you know what has happened and provide information about sources of support. They would not have access to your therapy notes or information discussed in sessions.
How do I store information and how long do I keep it?
Paper records are kept in a locked cabinet and electronic records are stored on password protected devices.
Therapy notes are pseudonymised and stored separately from your contact details.
Electronic records are stored securely using Microsoft OneDrive and email communication is managed through Migadu. These service providers may process personal information on my behalf and are required to keep it secure and confidential.
While I take reasonable steps to protect information sent by email, email is not always a completely secure method of communication. Please consider this when deciding what information you would like to send electronically.
Therapy records are kept for seven years after therapy ends. This reflects professional insurance requirements and allows me to respond to legal enquiries if necessary. Financial records may be kept for longer where required for tax purposes.
Records are securely destroyed once they are no longer required.
Your rights
You have the right to:
- Ask for a copy of the information I hold about you
- Request that inaccurate information is corrected
- Ask for information to be deleted in certain circumstances
- Ask for the use of your information to be restricted in certain circumstances
- Object to the processing of your information in certain circumstances
- Request that information is transferred to another organisation where applicable
These rights are not absolute and there may be occasions when I am unable to comply fully because of legal, professional or safeguarding responsibilities.
How to complain
If you have any concerns about how I collect, use or store your personal information, I hope you will feel able to discuss them with me in the first instance.
Complaints can be made by email to [email protected] or by telephone on 07599 922396.
I will acknowledge receipt of your complaint within 10 working days and investigate it without undue delay. I aim to provide a full response within 30 days, although more complex complaints may take longer. If this is the case, I will keep you informed of progress.
If you remain dissatisfied after I have considered your complaint, you have the right to complain to the Information Commissioner’s Office (ICO).
Telephone: 0303 123 1113
Website: www.ico.org.uk
Privacy Notice Version 2.0
Last updated: June 2026