Privacy Policy
Version 1.0 – July 2026
This Privacy Notice explains how I collect, use, store and protect your personal information in accordance with UK data protection law.
Who I Am
I am Wendy Mayfield MBACP, an Integrative Counsellor and Registered Member of the British Association for Counselling and Psychotherapy (BACP).
As the Data Controller, I am responsible for ensuring that your personal information is processed lawfully, fairly and securely.
Contact Details
Why I Collect Your Information
I collect personal information so that I can:
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Provide counselling safely and effectively.
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Arrange and manage appointments.
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Maintain accurate counselling records.
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Meet my legal, ethical and professional obligations.
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Contact you when necessary regarding your appointments or wellbeing.
I only collect information that is relevant to providing my counselling service.
The Information I May Collect
This may include:
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Your name and contact details.
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Date of birth.
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GP details.
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Emergency contact information.
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Relevant medical information.
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Information shared during counselling.
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Appointment records.
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Payment information where applicable.
Some of this information is considered special category data under UK GDPR because it relates to your health.
My Legal Basis for Processing Your Information
I process your personal information in accordance with:
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UK General Data Protection Regulation (UK GDPR)
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Data Protection Act 2018
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Other applicable UK data protection legislation.
The lawful basis for processing your information is:
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Contract – to provide counselling services.
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Legitimate Interests – to manage my practice professionally.
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Special Category Data – for the provision of health-related support and counselling.
How Your Information Is Stored
Your records are stored securely using password-protected electronic systems and, where necessary, locked paper files.
I take reasonable steps to protect your information from unauthorised access, loss or misuse.
Counselling records are normally retained for five years after counselling ends before being securely destroyed, unless I am legally required to retain them for longer.
Confidentiality
Everything discussed in counselling is treated confidentially.
There are limited circumstances where I may need to share information, including:
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where there is a serious risk of harm to you or another person;
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safeguarding concerns involving a child or vulnerable adult;
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where disclosure is required by law.
Where possible, I will discuss this with you before sharing information.
Artificial Intelligence(AI)
Some Clients choose to use Artificial Intelligence (AI) tools for emotional support or self-reflection. These services are indepedent of the counselling I provide.
I do not use AI to make clinical decisions about your care.
If you choose to use AI tools, you are welcome to discuss this during counselling.
Your Rights
Under UK GDPR you have the right to:
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Request access to your personal information.
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Request correction of inaccurate information.
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Request restriction of processing where appropriate.
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Request erasure of your information where legally applicable.
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Withdraw consent where processing is based on consent.
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Make a complaint about how your information has been handled.
Some records may need to be retained to comply with legal, insurance or professional obligations.
Sharing Informations
Your personal information will not be sold or shared for marketing purpose.
Information will only be shared:
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with your consent;
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where required by law;
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where necessary to protect you or another person from serious harm.
Where appropriate, anonymous information may be discussed during professional supervision.
Data Protection Complaints
If you have any concerns about how your personal information has been handled, please contact me first.
I will acknowledge your concern promptly and investigate it fairly.
If your remain dissatisfied, you have the right to contact the Information Commissioner's office(ICO).
Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
Contact
If you have any questions about this Privacy Notice or how your information is handled, please contact me.
Wendy Mayfield MBACP
Please note: This Privacy Notice may be updated from time to time to reflect changes in legal, regulatory or professional requirements. The most current version will always be available on request.