Privacy Notice – Counselling with Laura Clark

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Last updated: 19th June 2026

This privacy notice explains how I collect, use, store and protect your personal information in my counselling practice.

I am Laura Clark, an integrative counsellor working in person and remotely via online and telephone. I am the data controller for the personal information I collect through Counselling with Laura Clark. This means I am responsible for deciding how your information is used and kept safe.

If you have any questions about this notice or how your information is handled, you can contact me:

• Name: Laura Clark 

• Email: counsellingwithlauraclark@gmail.com

• Website: www.counsellingwithlauraclark.co.uk

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This notice applies to people who contact me about therapy, current and former clients, and visitors to my website.

Information I collect:

When you contact me, I may collect:

• Your Name

• Email Adddress

• Phone Number

• Information you choose to share in your enquiry  

• Availability preferences

If we begin therapy, I may also collect:

• Home address

• Date of birth

• GP details

• Emergency contact details

• Relevant physical and mental health information

• Information about your personal history, relationships, work, family and reasons for seeking therapy

• Session dates and appointment records

• Brief clinical notes

• Payment and invoice records

• Correspondence between us.

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Some of this information is classed as special category data under UK GDPR because it may include sensitive health or wellbeing information.

How I use your information

I use your information to:

• Respond to enquiries

• Arrange appointments

• Provide counselling sessions

• Keep clinical records

• Manage payments and invoices

• Communicate about sessions

• Meet legal, ethical and professional responsibilities

• Respond to safeguarding concerns

• Respond to data protection requests or complaints

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I do not sell your personal information.

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Lawful basis for processing (Article 6)

Under UK GDPR, my lawful basis for processing personal data may include:

• Legitimate interests – for responding to enquiries and keeping proportionate records

• Contract – for providing agreed counselling services

• Legal obligation – for tax, accounting records and legal compliance

• Vital interests – if there is serious risk of harm or safeguarding concerns

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Special category data (Article 9)

As I process health-related information, I rely on Article 9 conditions under UK GDPR where applicable. This is usually for the provision of health or social care and to support safe therapeutic practice. Where I request specific consent (for example for recording or transcription), I will explain this clearly, and you may withdraw consent where applicable.

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Confidentiality:

Everything discussed in therapy is confidential. However, confidentiality is not absolute. I may need to share information where:

• There is serious risk of harm to yourself or others*

• There is a safeguarding concern involving a child or vulnerable adult*

• I am required to by law or court order*

• There is a medical emergency*

• Disclosure is necessary to prevent serious crime*

• I discuss anonymised work in supervision

• Where possible, I will aim to discuss this with you first unless doing so would increase risk

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Supervision

As part of ethical practice, I attend regular clinical supervision. I may discuss aspects of our work, but identifying information will be minimised wherever possible. My supervisor is also bound by confidentiality.

 

Clinical notes and records

I keep brief, factual and proportionate clinical notes to support safe and ethical practice. These may include:

• Session dates

• Brief themes discussed

• Relevant risk or safeguarding information

• Agreed actions or important decisions

• I do not keep full transcripts of therapy sessions as standard.

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How long I keep your information:

I retain information only as long as necessary:

• Enquiry forms where therapy does not begin: 12 months

• Adult client records: 7 years after therapy ends

• Financial records: 6 years

• Emails/messages: reviewed regularly and deleted when no longer needed. Retention may be extended where there are legal, safeguarding, insurance or professional reasons.

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 Where your information is stored:

Your information may be stored using:

• Wix (website and contact forms)

• Calendly (appointment scheduling)

• Doxy.me (online sessions)

• Google (Gmail) (email communication)

• Password-protected Konfidens (for clinical notes)

• Password-protected phone and secure devices

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I take reasonable technical and organisational measures to protect your data, including password protection, secure devices and secure storage practices

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AI tools, transcription and recording:

As part of my note-taking process, I may use GDPR-compliant transcription software to support accurate and proportionate clinical records. This may involve securely transcribing session content after sessions to help me create brief, relevant and professional clinical notes. These transcriptions are used solely for professional note-taking purposes, stored securely, and deleted once clinical notes have been completed where appropriate. I will always explain if transcription or recording is being used and seek your consent where required. I do not use public AI tools to process identifiable client information.

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Online therapy:

If we work online, sessions will take place via Doxy.me. While I take reasonable steps to protect confidentiality, online platforms may process technical information such as IP addresses or connection data. I ask that you also take steps to ensure your own privacy during online sessions.

Sharing your information:

I may share information only where necessary with:

• My clinical supervisor

• My accountant

• My insurance provider

• Legal authorities where required

• Safeguarding services

• Emergency services or your GP where there is serious risk

• My appointed clinical executor (clinical will) I only share what is relevant and necessary.

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 Clinical Will:

In the event of my death, serious illness or incapacity, I have arrangements in place so that clients can be contacted appropriately. This may involve a trusted professional accessing limited contact information only.

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Your Rights:

Under UK GDPR, you have the right to:

• Be informed how your data is used*

• Request access to your personal information*

• Request correction of inaccurate information*

• Request deletion in some circumstances*

• Restrict or object to processing

• Make a complaint

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Some rights may be limited where legal, ethical or safeguarding duties apply.

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Data protection concerns and complaints:

If you have concerns about how I handle your personal information, please get in touch with me directly in the first instance.

I will acknowledge any data protection complaint within 30 days and aim to investigate and respond without undue delay.

You can also contact the Information Commissioner’s Office (ICO):

Website: http://www.ico.org.uk

Telephone: 0303 123 1113

Changes to this privacy notice

I may update this notice from time to time to reflect changes in my practice, legal requirements or professional guidance.