Privacy and Data Policy
Last Updated: 12 June 2026
Data Controller: Cheryl Squire
Contact Email: contact@cherylsquire.co.uk
Phone Number: 07928 648966
ICO Registration Number: ZA788333
Introduction
As a sole trader practicing psychotherapy, I am committed to protecting the privacy, confidentiality, and security of the personal information you share with me. This policy outlines how I collect, use, store, and protect your data from your initial enquiry through to the conclusion of your therapy and beyond, in full compliance with the UK GDPR, the Data Protection Act 2018, and current ICO guidance.
The Types of Personal Data I Collect
I collect and process various levels of information depending on your engagement with the service.
Contact & Administrative Data: Your name, date of birth, address, telephone number, email address, and emergency contact details.
Financial Data: Bank details or payment confirmations for invoicing purposes.
Special Category Data: Clinical intake forms, mental health histories, session notes, physical health disclosures, and/or GP details.
Lawful Bases for Processing Your Data
Under UK data protection laws, I must have a valid legal reason to handle your information. I rely on the following frameworks:
For Contact & Financial Data (Purpose: Arranging sessions, invoicing, executing the therapy agreement)
For Session Notes (Purpose: Delivering safe, structured counselling and psychotherapy)
For Archived Client Files (Purpose: Safe retention following therapy termination due to insurance mandates)
How I Collect Your Information
I obtain data directly from you via email and telephone enquiries, contact forms on my website, email exchanges, intake questionnaires, and verbally during our therapy sessions. If I receive a third-party referral (e.g., from your GP, Victim Support, Harley Therapy, or an insurance provider), I will notify you within two working days month of receiving it and provide you with my working agreement.
Data Sharing and Confidentiality
Your personal details are bound by strict professional codes of confidentiality. Your data will never be sold or shared for marketing purposes. It is only shared under the following conditions:
With Professional Advisers: Minimal administrative details may be accessed by my accountant or software data processors (e.g., contact form on website (Wix), secure practice management systems (Zanda), video-conferencing (Zoom, Microsoft Teams, Google Meets), card payments (SumUp, Stripe).
Clinical Supervision: As mandated by UK Counselling and Psychotherapy professional bodies, my practice is routinely supervised. Case presentations are completely pseudonymised (anonymised so you cannot be identified).
Legal Exceptions & Safeguarding: Confidentiality may be breached if I am legally compelled by a court of law, or if I have reason to believe there is a severe risk of serious harm to yourself or others.
Data Storage, Security, and Retention
Security: Electronic data is securely encrypted, password-protected, and stored on access-controlled devices or GDPR-compliant cloud servers. Any physical notes are kept in a double-locked filing cabinet.
Retention: I do not keep your information longer than necessary. In accordance with standard UK professional indemnity insurance requirements and professional body guidelines, psychotherapy notes are retained securely for a period of 7 years after our final session, after which they are permanently deleted or cross-shredded.
Your Data Protection Rights
Under UK data protection laws, you retain explicit rights regarding your information:
Right of Access: You can request a copy of the personal data and clinical summaries I hold about you via a Subject Access Request (SAR).
Right to Rectification: You can ask me to correct inaccurate or incomplete data.
Right to Erasure: You can request the deletion of your data, though this may be limited by my legal or insurance obligations to retain records.
Right to Restrict or Object: You can object to or limit certain types of processing.
To exercise any of these rights, please contact me in writing at the email address provided above.
How to Complain
If you have concerns regarding how your data is handled, please email me directly so I can address them. I will respond within 30 working days. If you are unsatisfied with my response, you retain the right to lodge a formal complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Helpline: 0303 123 1113
Cookie Policy
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What are Cookies?
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How Cookies are used on this site
Necessary Cookies: These are strictly required for basic website operation, enabling page navigation and access to secure areas of the site. The website cannot function correctly without them.
Performance/Analytical Cookies (Optional): These allow me to recognize and count the number of visitors and see how they move around the site. This helps me optimize the design. This data is fully aggregated and anonymised.
Managing Your Cookie Preferences
When you first visit this website, a cookie banner will appear asking for your explicit consent to deploy optional performance or analytical cookies. You can change your mind or withdraw consent at any time by clearing your browser cache or adjusting your privacy settings directly inside your web browser.
You can learn more about how Wix use cookies and how you can exercise control over them in their Cookie Policy.
To opt out from and prevent your data from being used by Google Analytics across all websites, check out the following instructions: https://tools.google.com/dlpage/gaoptout