Privacy policy.

Effective Date: February 2025
Last Updated: February 2025

Welcome to Sam Carew Counselling Ltd. Your privacy is of utmost importance, and we are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant international privacy laws.

This Privacy Policy explains how we collect, use, store, and protect your information when you engage with our psychotherapy services or visit our website.

1. Who We Are

Sam Carew Counselling Ltd is a UK-based psychotherapy practice offering services to clients both in the UK and internationally via our website. If you have any questions about this policy, please contact:

📍 Practice Address: Banstead, Surrey, SM7
📧 Email: sam@samcarewcounselling.co.uk
📞 Phone: 07775 694991

2. What Data We Collect

2.1 Personal Information

When you contact us, book a session, or use our services, we may collect:

  • Your full name

  • Contact details (email, phone number, address)

  • Date of birth

  • Emergency contact details

  • Medical history relevant to therapy

  • Payment and billing details (processed securely by third-party providers)

2.2 Sensitive Information

As part of the therapeutic process, you may share personal and sensitive information regarding your mental and emotional well-being. This information is treated with strict confidentiality and stored securely.

2.3 Website & Technical Data

When you visit our website, we may automatically collect:

  • IP address

  • Browser type and device information

  • Pages visited and time spent on our site

  • Cookies and analytics data (see Section 6)

3. How We Use Your Data

We use your personal data for the following purposes:
✅ Providing Therapy Services: Booking appointments, maintaining therapy records, and supporting your therapeutic journey.
✅ Communication: Responding to inquiries, sending appointment confirmations, and relevant updates.
✅ Legal & Ethical Compliance: Fulfilling professional obligations, safeguarding responsibilities, and maintaining confidentiality.
✅ Website Improvement: Analyzing site traffic and user behavior to enhance user experience.

We do not sell, rent, or trade your personal data to third parties.

4. Legal Basis for Processing Data

Under UK GDPR, we process your personal data based on the following legal grounds:

  • Contractual Necessity: To provide psychotherapy services you request.

  • Legal Obligation: To comply with professional and legal requirements (e.g., safeguarding laws).

  • Legitimate Interests: For secure record-keeping and business administration.

  • Consent: Where required, such as for marketing communications (you can withdraw consent anytime).

5. Confidentiality & Data Protection

Your privacy is protected under professional ethical guidelines and legal requirements. We will only disclose your information in exceptional cases:

  • If legally required (e.g., safeguarding concerns, court orders).

  • If you or someone else is at serious risk of harm.

  • For professional supervision (ensuring ethical practice, with anonymized case discussions).

All client records are securely stored, encrypted where necessary, and only accessible to authorized personnel.

6. Cookies & Website Tracking

We use cookies to improve website functionality and gather analytics. You can manage cookie preferences via your browser settings.

  • Essential Cookies: Required for website functionality.

  • Analytics Cookies: Help us understand site traffic (Google Analytics, etc.).

  • Third-Party Cookies: May be used for embedded content (e.g., booking forms, videos).

7. Your Rights Under UK GDPR

As a data subject, you have the following rights:

🔹 Right to Access: Request a copy of the data we hold about you.
🔹 Right to Rectification: Request corrections to inaccurate or incomplete data.
🔹 Right to Erasure ("Right to be Forgotten"): Request deletion of your data (subject to legal and ethical requirements).
🔹 Right to Restrict Processing: Limit how your data is used.
🔹 Right to Data Portability: Request a transfer of your data in a readable format.
🔹 Right to Object: Object to processing in certain situations.
🔹 Right to Withdraw Consent: If processing is based on consent, you can withdraw at any time.

To exercise any of these rights, please contact [Your Contact Email].

If you believe your data has been mishandled, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

8. International Data Transfers

As we offer services to clients internationally, data may be processed outside the UK. Where this occurs, we ensure appropriate safeguards are in place to protect your information, in compliance with UK GDPR and applicable international laws.

9. How Long We Keep Your Data

We retain therapy records for the legally required period, typically up to 7 years after our last contact. After this period, data is securely deleted.

10. Third-Party Services

We may use secure third-party providers for:
🔸 Online appointment booking (e.g., Calendly, Acuity)
🔸 Payment processing (e.g., Stripe, PayPal)
🔸 Website hosting & analytics (e.g., Google Analytics)

These providers comply with data protection regulations, and we ensure they handle your data securely.

11. Changes to This Privacy Policy

We may update this policy periodically to reflect legal or operational changes. Any updates will be posted on this page with the revised effective date.

12. Contact Information

If you have any questions about this Privacy Policy, please contact us:

📍 Practice Address: Banstead, Surrey, SM7
📧 Email: sam@samcarewcounselling.co.uk
📞 Phone: 07775 694991
🌍 Website: https://samcarewcounselling.co.uk/

By using our services or website, you agree to the terms outlined in this Privacy Policy.