How I look after your personal information

Who I am

Counselling Forces is the private counselling and psychotherapy practice of Georgia Powell, Registered Member MBACP (Accred), BACP registration no. 19801. I am the "data controller" for the personal information described here, which means I decide how it is used and I am responsible for keeping it safe.

I am registered with the Information Commissioner's Office (ICO) as a data controller. My registration number is ZC284805, and you can check it on the ICO register of fee payers.

You can contact me about anything on this page at contact@counsellingforces.co.uk or by WhatsApp message.

What information I collect

When you get in touch. If you use the contact form, email me or message me on WhatsApp, I receive your name, your contact details, and anything else you choose to tell me, such as your service or the best times to reach you. Please don't include personal details beyond your contact details in the form. We can talk about everything else when we speak.

If we work together. I keep:

• your name, contact details and date of birth
• an emergency contact and your GP's details, used only in the situations described on my confidentiality page
• our signed agreement, appointment dates and payment records
• brief session notes

Session notes and anything about your mental or physical health count as "special category" information under UK data protection law, and I give them extra protection.

Information about other people. In sessions you may talk about other people. I only note what is needed for our work, and it is protected in the same way.

Why I use it, and the legal basis

UK data protection law (the UK GDPR and the Data Protection Act 2018) says I must have a lawful reason for using your information. Mine are:

• Replying to your enquiry: my legitimate interest in responding to people who contact me, and taking steps at your request before we agree to work together.
• Providing counselling or EMDR therapy: to carry out our agreement (contract).
• Session notes and health information: the provision of health care by a professional bound by a duty of confidentiality (UK GDPR Article 9(2)(h), with the Data Protection Act 2018, Schedule 1).
• Payment records: my legal obligation to keep financial records for HMRC.
• Safeguarding and legal duties: where the law requires me to share information, or to protect someone's life. These rare situations are explained on my confidentiality page.
• Complaints and insurance claims: keeping records so I can respond to a complaint or legal claim.

I never use your information for marketing, and I never sell it.

Who I share it with

I never share your information with your employer, force, service or unit. I only share it in these situations:

• Clinical supervision. Like every BACP counsellor, I discuss my work with a supervisor. Nothing that identifies you is shared.
• With your agreement. For example, if you ask me to write to your GP or occupational health.
• Where there is serious risk or a legal requirement. As set out on my confidentiality page. I will talk to you first whenever it is safe to do so.
• My insurer and professional body. Only if needed to deal with a complaint or claim. My professional indemnity insurer is Balens Ltd.
• Service providers. Companies that help me run the practice, such as my email and website hosting providers and the video platform we use. They can only use your information to provide their service to me.

Online sessions

Sessions take place on Zoom, Microsoft Teams or WhatsApp video, whichever suits you best. I never record sessions. These companies may process some data, such as your name, number or connection details, outside the UK. Where they do, they use safeguards recognised under UK law. You may want to read their own privacy policies, and you're welcome to ask me which platform I'd suggest.

How I keep it safe

• Session notes are brief, kept separately from your contact details where possible, and stored securely with password and encryption protection.
• Any paper records are kept in a locked cabinet.
• My devices are password-protected and kept up to date.
• I see clients from a private space where we can't be overheard.

How long I keep it

• Enquiries that don't lead to therapy: deleted within six months.
• Client records and session notes: kept for seven years after our work ends, then securely destroyed.
• Payment records: kept for as long as HMRC requires.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information I hold about you
• ask me to correct anything that is wrong
• ask me to delete your information, or to stop or limit how I use it
• object to how I use it
• ask for your information in a portable format

Some rights have limits. For example, I may need to keep records for legal or insurance reasons. If that applies, I'll explain why. To use any of these rights, contact me using the details above. It's free, and I'll reply within one month.

Website and cookies

This website doesn't use cookies, analytics or advertising trackers.

The site's fonts are loaded from Google Fonts. When a page loads, your browser connects to Google's servers, which receive your IP address and browser details. Google says it does not use this to build profiles or target advertising. Read more in Google's privacy policy.

When you send the contact form, your details are emailed directly to me. They aren't stored on the website.

Concerns and complaints

If you're unhappy with how I've handled your information, please tell me first and I'll try to put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or call 0303 123 1113.

If your concern is about my professional conduct as a counsellor, you can also contact BACP.

Changes to this policy

I'll update this page if anything changes. The date at the top shows when it was last revised.