The way I look after your personal information is part of the same commitment to care, respect and trust that underpins my therapeutic practice. This Privacy Policy explains how I collect, use, store and protect personal information when you contact me or engage in counselling and psychotherapy with me.

I am registered with the Information Commissioner's Office (ICO) and process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and relevant changes introduced by the Data (Use and Access) Act 2025.

Who is responsible for your information?

Samajhna Counselling and Psychotherapy is the private practice of Satwant Kaur.

I am the data controller for the personal information collected and used within my private practice.

If you have any questions, concerns, requests or complaints about how your personal information is handled, you can contact me at samajhnatherapy@gmail.com.

What personal information I collect

The personal information I collect depends on how you interact with my practice.

If you make an enquiry, I may collect:

• your name

• email address

• telephone number

• information you choose to share through my website, email, booking system or a professional directory through which you contact me

• communication and appointment preferences

• technical information relating to your use of my website, including cookies and analytics data where applicable

If you become a therapy client

I may also collect information relevant to providing counselling or psychotherapy safely and ethically. This may include:

• information relating to your current concerns and therapeutic goals

• information relating to your physical or mental wellbeing where relevant

• information about your relationships, family circumstances or personal history where relevant to our work

• GP details and details of other healthcare professionals where appropriate

• medication information where relevant

• emergency contact details where agreed

• brief notes relating to our work together

• appointment and payment records

• correspondence relating to arranging or supporting your therapy

Some information shared during therapy may constitute special category personal data, such as information concerning health, racial or ethnic origin, religious or philosophical beliefs, or sexual orientation.

I only collect information that is relevant to providing therapy and meeting my professional, ethical and legal responsibilities.

Why I use your personal information

I may use your personal information to:

• respond to enquiries

• arrange appointments

• provide counselling and psychotherapy

• maintain appropriate clinical records

• communicate with you about your therapy

• manage payments and financial records

• undertake confidential clinical supervision

• meet professional, ethical, legal, safeguarding and insurance obligations

Lawful bases for processing

Under UK data protection legislation, I must have a lawful basis for processing personal information.

Depending on the purpose and circumstances, I may rely on:

• contract – where processing is necessary to provide counselling or psychotherapy that you have requested

• legitimate interests – where processing is reasonably necessary for the safe and effective administration of my private practice

• legal obligation – where I am required to process or retain information by law

• consent – where consent is the appropriate lawful basis

Where I process special category personal information, I will only do so where an appropriate condition for processing under UK data protection legislation applies.

Confidentiality and sharing information

Information you share with me is treated confidentially.

There are, however, limited circumstances in which information may need to be discussed or shared.

Clinical supervision

I attend regular confidential clinical supervision to support safe, ethical and effective practice. Wherever possible, identifying information is omitted or minimised when client work is discussed. My supervisor is also bound by professional confidentiality.

Therapeutic Executor

In the unlikely event of my death or incapacity, limited information such as your name and contact details may be accessed by my appointed Therapeutic Executor so that you can be informed and supported appropriately if you are still in therapy with me. My Therapeutic Executor is bound by confidentiality.

Serious risk and safeguarding

Where required or permitted by law, or where there is a serious risk of harm to you or another person or a safeguarding concern, I may need to share relevant information with appropriate services, such as your GP, emergency services or safeguarding services.

Wherever it is safe and appropriate to do so, I would normally discuss this with you before sharing information.

Legal requirements

Information may also need to be disclosed where required by law, court order or another binding legal requirement.

How I store and protect your information

I take appropriate steps to keep your personal information secure. These include:

• password-protected devices and accounts

• securely managed passwords

• two-factor authentication where available

• secure email and cloud services

• restricted access to client information

• secure storage of clinical notes

• regular review and deletion of information that is no longer required

Services I use in operating my practice include:

• Squarespace – website services and analytics

• Google Workspace – email, calendar and practice administration

• Calendly – online appointment scheduling

I may also use banking, accounting and professional directory services where necessary for the administration of my practice.

Where third-party providers process personal information in connection with my practice, I take reasonable steps to use reputable providers and appropriate privacy and security safeguards.

Website cookies and analytics

My website uses cookies and similar technologies to help the website function and understand how visitors use the site.

I use Squarespace's website analytics tools to understand how my website is being used and to help improve its content and user experience.

Where cookies or similar technologies require consent, they will only be used after you have made an appropriate choice through the website's cookie settings.

You can update your cookie preferences through the cookie settings available on the website. You can also use your browser settings to manage or delete cookies.

How long I keep your information

Enquiries that do not result in therapy are normally deleted within three months.

If you become a client, I retain clinical records for at least five years following the end of therapy, unless there is a legal, professional, safeguarding or insurance reason to retain them for longer.

Financial records may be retained for different periods where required for legal, accounting or tax purposes.

Information is securely deleted or destroyed when it is no longer required.

Your rights

You have rights in relation to your personal information. Depending on the circumstances, these may include the right to:

• access your personal information

• request correction of inaccurate information

• request deletion of information in certain circumstances

• request restriction of processing

• object to certain processing

• request transfer of your information in certain circumstances

• withdraw consent where consent is relied upon

• make a complaint about how your personal information has been handled

These rights are not absolute and may not apply in every circumstance.

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

Data Protection Concerns and Complaints

I am committed to handling personal information with care, transparency and respect.

If you have questions or concerns about how your personal information has been collected, used, stored or shared, I encourage you to contact me in the first instance at samajhnatherapy@gmail.com.

I will acknowledge a data protection complaint within 30 days, take appropriate steps to investigate it without undue delay, keep you informed as appropriate, and communicate the outcome once my investigation is complete.

If you remain dissatisfied, you have the right to raise your concern with the Information Commissioner's Office (ICO).

Information Commissioner's Office
Website: ico.org.uk
Telephone: 0303 123 1113

Website Accessibility

I am committed to making my website as accessible and welcoming as reasonably possible.

If you experience difficulty accessing any part of my website, online forms or digital content, or would like information in an alternative format, please let me know and I will do my best to help remove barriers and provide information in a way that works for you.