1. About Me (Data Controller)

 

Relating To You is owned and operated by Catherine Taylor.
For the purposes of data protection law, I am the Data Controller responsible for your personal data.

Contact details:
Phone: 07305 357566
Email: catheetaylor@protonmail.com

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2. The Personal Information I Collect

 

I collect and process personal information in order to provide counselling, supervision, training, and related services.

This may include:

• Name and contact details

• Date of birth

• Emergency contact details

• GP, doctor, or referral details

• Personal, social, and medical information

• Health information

• Sexual orientation and sex life (where relevant to therapy)

• Email correspondence

• Financial information relating to payments

• Website usage statistics (anonymised)

If your sessions are funded by a health insurance provider, I may also need:

• Your full name, date of birth, and address

• Membership and authorisation codes

This information is required to complete security checks with your insurer.

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3. How I Collect Your Information

 

I collect information in the following ways:

• Directly from you (assessment forms, sessions, emails, phone calls)

• From your referrer (with your knowledge and consent)

• Through my website contact form (relatingtoyou.com)

• Through online platforms such as Zoom (for online sessions)

• From your health insurance provider or healthcare professional (with consent)

• Via engagement or interaction on social media platforms, including:
  Facebook, Instagram, Twitter/X, LinkedIn, Pinterest, and Etsy

Please note: interactions on social media platforms are also subject to the privacy policies of those platforms. I recommend not sharing sensitive personal information via social media.

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4. Why I Use Your Information

 

Your information is used to:

• Provide counselling services

• Provide supervision and professional support

• Deliver training and wellbeing services

• Maintain appropriate records in line with ethical and legal obligations

• Evaluate and improve services (using anonymised data unless you choose to leave a public review)

 

5. How I Protect Your Information

 

I take reasonable and appropriate steps to protect your personal and sensitive data.

• Paper records are stored securely in a locked filing system

• Electronic records are password protected and encrypted where possible

• Emails containing sensitive information may be encrypted

While every effort is made to protect your data, no method of transmission over the internet can be guaranteed to be 100% secure.

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6. Client Responsibility for Digital Privacy

 

Where possible, I encourage clients to:

1. Use an email address that does not contain their full name

2. Use first names only on documents sent electronically

3. Password-protect documents or use encrypted email services

 

7. Confidentiality

 

All information shared during counselling sessions and within written records is confidential.

Information will not be disclosed without your written consent except:

• Where there is a legal requirement

• Where there is a reasonable belief of risk of harm to you or others

I engage in professional supervision. Any client material discussed in supervision is anonymised to protect your identity. Supervision exists to ensure safe, ethical, and effective practice.

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8. When Disclosure May Be Required

 

Confidentiality may be broken if there is a serious concern regarding:

• Risk of harm to yourself or another person

• Safeguarding concerns involving a child, vulnerable adult, or dependant

• Disclosure of serious criminal activity or terrorism

In such cases, relevant agencies may be contacted, including (but not limited to):

• GP or healthcare professionals

• Social services

• NSPCC

• Police

• Legal professionals or courts

Where possible, this would be discussed with you first. My supervisor may also be informed.

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9. Between Sessions

 

Relating To You operates an appointment-based service and does not provide emergency support.

If you experience an emergency between sessions, please contact:

• Emergency services

• Samaritans

• Befrienders Worldwide

 

10. Online Sessions (Zoom)

 

Online sessions are conducted using Zoom.

• Sessions are held in a private, confidential space

• Clients are asked to ensure a similar private environment

• Headphones are recommended

• Each client receives an individual meeting link

• Meeting details are deleted after the session

Zoom is encrypted and HIPAA compliant, however no online platform can be guaranteed as completely secure. Zoom’s privacy policy can be viewed on their website.

If Zoom is unavailable, sessions may take place by telephone using the number you have provided.

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11. Payments and Cancellations

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• Online sessions must be paid 48 hours in advance

• Face-to-face sessions are paid at the end of each session unless agreed otherwise

• 48 hours’ notice is required for cancellations or rescheduling

• Sessions missed without notice will be charged at the full fee

 

12. Counselling Plans and Ending Therapy

 

Following assessment, we will discuss:

• Therapeutic goals

• Treatment plan

• Possible outcomes

You are welcome to ask questions at any time.

Either you or I may end counselling at any point. This may occur if it is in your best interests or due to a breach of agreement. Where appropriate, I can offer referrals to other professionals.

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13. Dual or Multiple Relationships

 

In small communities, dual or multiple relationships can sometimes occur. If this arises, we will discuss it openly. If it impacts the effectiveness or safety of counselling, sessions may be discontinued.

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14. Recording of Sessions

 

Audio or video recording of sessions is not permitted unless explicitly agreed in advance by both parties.

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15. Data Retention

 

Counselling and supervision records are retained for:

• 5 years after the end of therapy

• 5 years after a client’s 18th birthday for work with young people

After this period, records are securely destroyed (paper records shredded, electronic data deleted).

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16. GDPR – Lawful Basis for Processing

 

Under the UK GDPR, I process personal data based on:

• Your consent

• Contractual necessity

• Legal obligation

• Vital interests

• Public task

• Legitimate interests

Special category data (such as health and sexual information) is processed with explicit consent and where necessary for the provision of health or social care.

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17. Your Data Protection Rights

 

You have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request erasure (in certain circumstances)

• Restrict processing

• Object to processing

• Request data portability

Requests are free of charge and will be responded to within one month.

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18. Data Breaches

 

In the unlikely event of a data breach that poses a risk to your rights and freedoms, I will notify you and the Information Commissioner’s Office where legally required.

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19. Complaints

 

If you have concerns about how your data is handled, please contact me directly.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: ico.org.uk

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20. Consent

 

By engaging with Relating To You, you confirm that you have read, understood, and agree to this Privacy Policy and Informed Consent.