In
The
Moment
Counselling

1. Introduction

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In The Moment Counselling is committed to protecting your privacy and handling your personal information responsibly once contact is established, and we have entered into a contract, no personal information is stored on my website. 

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This Privacy Notice explains:

• What information I collect

• Why I collect it

• How it is used

• How it is stored

• How long it is kept

• Your rights regarding your personal information

 

I am the Data Controller for the personal information you provide.

 

2. Data Controller Details

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Name: Sarah Shuib

Business Name: In The Moment Counselling

Email: sarah@inthemomentcounselling.co.uk

 

3. What Information Do I Collect?

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I may collect the following information:

Personal Information

• Name

• Address

• Telephone number

• Email address

• Date of birth

• Emergency contact details

 

Counselling Information

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• Information provided during your initial enquiry

• Assessment information

• Session notes (where applicable)

• Risk assessments

• Safeguarding information

• Relevant medical or wellbeing information you choose to share

 

Administrative Information

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• Appointment records

• Payment records

• Correspondence by email, text, or telephone

 

 

4. Why Do I Collect This Information?

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I collect and process information in order to:

• Provide counselling services

• Arrange and manage appointments

• Maintain accurate clinical records (where applicable)

• Manage risk and safeguarding concerns

• Comply with professional, ethical, and legal obligations

• Respond to enquiries and requests

• Maintain financial records where required

 

5. My Legal Basis for Processing Information

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Under UK GDPR, I process personal information using the following lawful bases:

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Contract

Processing is necessary to provide counselling services requested by you.

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Legitimate Interests

Processing is necessary for the safe and effective management of my counselling practice.

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Legal Obligation

Certain information may be processed where required by law.

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Special Category Data

Counselling involves processing information relating to health, wellbeing, and personal circumstances.

This information is processed for the provision of counselling services and professional healthcare-related activities.

 

Confidentiality

Everything discussed within counselling is treated as confidential.

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However, confidentiality may be broken in exceptional circumstances where:

• There is a serious risk of harm to yourself or another person

• There are safeguarding concerns involving a child or vulnerable adult

• Disclosure is required by law

• A court orders disclosure

• There are concerns relating to serious crime or public safety

 

Where possible, I will discuss any need to share information with you before doing so.

Further information is available in my Confidentiality Policy.

 

6. Clinical Supervision

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As part of ethical counselling practice, I attend regular clinical supervision.

This means aspects of my work with clients may be discussed with a qualified supervisor.

Where possible, identifying details are minimised.

Supervisors are bound by professional confidentiality requirements.

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7. How Your Information Is Stored

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I take reasonable steps to protect your information. Information may be stored:

• In secure paper files

• On password-protected electronic devices

• Within encrypted or secure digital systems

• Within secure email systems where necessary

 

Access to your information is restricted to me unless disclosure is legally required.

 

8. How Long Is Information Kept?

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Counselling records are retained in accordance with professional, legal, and insurance requirements. 

Unless there is a legal reason to retain them for longer:

• Adult client records are normally retained for seven years after counselling ends.

• Records relating to clients under 18 are normally retained until the client’s 25th birthday.

 

After this period, records are securely destroyed.

 

9. Information Sharing

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I do not sell, rent, or share your personal information for marketing purposes.

Information will only be shared where:

• You have provided consent

• Safeguarding concerns require disclosure

• There is a serious risk of harm

• Disclosure is required by law

• Professional consultation is necessary

 

Only relevant information will be shared.

 

10. Your Rights

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Under UK GDPR, you have rights relating to your personal information, including:

Right of Access

You may request a copy of the information I hold about you.

Right to Rectification

You may request correction of inaccurate information.

Right to Restrict Processing

You may request restrictions on how information is used in certain circumstances.

Right to Object

You may object to certain types of processing where applicable.

 

Right to Lodge a Complaint

You have the right to complain to the Information Commissioner’s Office (ICO) if you believe your information is being handled improperly.

 

If you have concerns about how In The Moment Counselling handles your personal information, you may raise your concerns directly with me using the contact details provided in this Privacy Notice.

 

I will:

 

• Acknowledge your complaint within 30 days of receiving it.
• Investigate your concerns fairly and thoroughly.
• Respond without undue delay.
• Inform you of the outcome of the investigation and any action taken.

 

If you remain dissatisfied after receiving my response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

 

Further information can be found at www.ico.org.uk.

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11. Website and Electronic Communications

 

If you visit my website, basic technical information may be collected through website analytics or cookies where applicable. This website is hosted by Wix.com Ltd. Information submitted through website forms may be processed and stored using Wix’s secure systems. Wix acts as a data processor in relation to personal information collected through this website.

 

If cookies are used, information about these will be provided through the website’s cookie notice.

Please be aware that email and electronic communication cannot be guaranteed to be completely secure, although reasonable steps are taken to protect your information.

 

12. Changes to This Privacy Notice

 

This Privacy Notice may be updated from time to time to reflect changes in legislation, professional guidance, or working practices.

The most recent version will always be available upon request.

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Contact

If you have any questions about this Privacy Notice or how your information is handled, please contact the owner via the details on the top of this policy.

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