Privacy Policy

Privacy Notice

Last updated: 4/2/26

Data Controller: Sharon Nicholson (Therapist/Counsellor)

Email: sharon-nicholson@protonmail.com

ICO registration number:  Z360090X

I take your privacy seriously. This Privacy Notice explains how I collect, use, and protect your personal information when you contact me, book sessions, or engage in counselling/therapy services. 

I comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What information I collect

Depending on your contact with me, I may collect:

Name, email, phone number, and address

Date of birth

Emergency contact details

GP details (for emergency contact purposes)

Information you provide about your wellbeing or reason for seeking therapy

Notes and records related to therapy sessions

Some of this information may include special category personal data (health-related information).

2. How I collect information

I collect information when you:

Contact me by email or phone

Submit an enquiry via my website contact form (GoDaddy)

Complete intake forms or questionnaires

Sign therapy documentation electronically (SignRequest)

Attend therapy sessions (online sessions via Zoom)

3. Why I use your information

I use personal information to:

Respond to enquiries and manage appointments

Provide counselling/therapy services

Maintain appropriate client records

Manage safeguarding concerns where necessary

Take payment and manage practice administration

4. Lawful basis for processing

I process personal data under:

Contract – to provide therapy services and manage appointments

Legitimate interests – practice administration and record keeping

Where relevant, I process special category data under:

Health or social care / provision of treatment (counselling/therapy)

5. Third-party services (processors)

I use trusted third-party services to support my practice. These may process your personal data on my behalf:

SignRequest – electronic forms and signatures (secure, encrypted, downloadable). By signing documents electronically via SignRequest, you consent to the processing of your personal data through this service. https://signrequest.com/privacy

Zoom – online therapy sessions https://zoom.us/privacy

Proton Mail – secure email communication https://proton.me/legal/privacy

Stripe – payments https://stripe.com/gb/privacy

Starling Bank – banking https://www.starlingbank.com/legal/privacy-notice/

GoDaddy – website hosting and forms https://uk.godaddy.com/legal/agreements/privacy-policy

Your information may be processed outside the UK. Where this occurs, appropriate safeguards are applied in accordance with UK GDPR.

Electronic Communication Disclaimer

While I use secure services such as Proton Mail to protect emails in transit, no electronic communication (including email, online forms, or digital signatures) can be guaranteed to be 100% secure.

If you wish to communicate by email, I recommend opening a Proton Mail account, which provides end-to-end encryption. By sending or receiving information electronically, you acknowledge and accept this small inherent risk.

6. Cookies

This website uses cookies to help it function properly, improve user experience, and understand how the website is used.

Analytics cookies: I use Google Analytics to see which pages are most visited. This data is anonymous and aggregated, used only to improve the website and services.

Strictly necessary cookies (needed for the website to function) are always active and do not require consent. You can manage your cookie preferences at any time through the cookie banner or your browser settings.

7. How long I keep your information

Client records are retained for 5 years after therapy ends in line with professional indemnity insurance requirements. Records are then securely destroyed.

8. Your rights

You have rights under UK GDPR, including:

Request access to your records

Request correction of inaccurate data

Request deletion (in some circumstances)

Restrict or object to processing (in some circumstances)

Make a complaint to the ICO

ICO website:  https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

9. Contact

If you have questions about this Privacy Notice, please contact:

Email: sharon-nicholson@protonmail.com