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Privacy Policy and Informed Consent

1. About Me (Data Controller)

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Relating To You is owned and operated by Catherine Taylor.

For the purposes of UK 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

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I collect and process personal information in order to provide counselling, meditation, workplace wellbeing, 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 counselling)

  • Email correspondence and phone communications

  • Financial information relating to payments

  • Website usage statistics (anonymised)

For workplace wellbeing services, I may also collect:

  • Organisation name and contact details

  • Employee contact details (where relevant and provided by the organisation or individual)

  • Attendance information for sessions or groups

For daily online meditation groups, information collected is minimal and may include:

  • Name

  • Email address

  • Payment confirmation

  • Attendance records

If your counselling is funded by a health insurance provider, I may also need:

  • Your full name, date of birth, and address

  • Membership and authorisation codes

 

3. How I Collect Your Information

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I collect personal information:

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

  • From referrers (with your knowledge and consent)

  • Through my website and contact forms

  • Through online platforms such as Zoom

  • From health insurance providers or healthcare professionals (with consent)

  • Through engagement or interaction on social media platforms (Facebook, Instagram, X/Twitter, LinkedIn, Pinterest, Etsy)

Please note that social media platforms have their own privacy policies, and I recommend not sharing sensitive personal information via these channels.

 

4. Why I Use Your Information

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Your personal information is used to:

  • Provide one-to-one counselling services

  • Facilitate weekday online meditation groups

  • Deliver workplace wellbeing services, training, and consultations

  • Maintain appropriate clinical, ethical, and professional records

  • Communicate with you regarding services

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

 

5. Confidentiality

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Confidentiality is a core part of counselling and wellbeing services.

All personal information and session content is kept confidential and will not be shared without your consent, except where disclosure is required by law or where there is a serious concern regarding safety.

For group-based services, including meditation groups and workplace wellbeing sessions:

  • Participants are encouraged to respect the confidentiality of others

  • Absolute confidentiality in group settings cannot be guaranteed

 

6. Professional Supervision

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I engage in regular professional supervision to ensure ethical and safe practice.

Any client material discussed in supervision is anonymised so your identity is protected.

 

7. When Disclosure May Be Required

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Confidentiality may be broken where there is:

  • A serious risk of harm to yourself or others

  • Safeguarding concerns involving a child or vulnerable adult

  • Disclosure of serious criminal activity or terrorism

Relevant agencies may be contacted, such as:

  • GP or healthcare professionals

  • Social services or safeguarding bodies

  • NSPCC

  • Police or courts

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

 

8. Online Services (Counselling & Meditation Groups)

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Online services are delivered using platforms such as Zoom.

  • Sessions are conducted in a private and confidential space

  • Clients and participants are encouraged to do the same

  • Headphones are recommended to support privacy

While online platforms are encrypted and widely used, no online service can be guaranteed to be completely secure.
If technical issues occur, reasonable efforts will be made to continue the session by alternative means where appropriate.

 

9. Workplace Wellbeing Services & Data Sharing

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For workplace wellbeing services:

  • Individual confidentiality is maintained at all times

  • No personal or identifying information is shared with employers without explicit written consent, except where disclosure is required by law or safeguarding concerns arise

  • Any reporting or feedback provided to organisations is anonymised unless otherwise agreed in writing

Organisations are responsible for providing accessible environments and ensuring staff participation is voluntary.

 

10. Use of We Are Kiku

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I use We Are Kiku, a secure, GDPR-compliant practice management system, for the storage and management of personal and administrative records.

We Are Kiku is used to:

  • Securely store counselling, meditation group, and workplace wellbeing notes

  • Send policies, agreements, and consent forms for electronic signing

  • Manage administrative records related to services delivered

Confidentiality:

  • Access to We Are Kiku is restricted solely to me

  • Individual employee information remains confidential; only anonymised reporting may be shared with employers for workplace wellbeing services

Security:

  • We Are Kiku uses encryption and other security measures to protect your information

  • The system stores data securely within the UK/EU in line with GDPR requirements

Short client-friendly explanation: We Are Kiku supports safe, confidential, and efficient record-keeping for counselling, workplace wellbeing, and meditation group services.

 

11. How I Protect Your Information

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I take all reasonable steps to keep your personal information safe:

  • Paper records are stored in locked filing systems

  • Electronic records are password-protected and encrypted where possible

  • Third-party systems used (including We Are Kiku) comply with UK GDPR and professional confidentiality standards

Despite best efforts, no data transmission over the internet can be guaranteed to be 100% secure. Any information transmitted electronically is done at your own risk.

 

12. How I Store Your Personal Information

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Your personal information is securely stored:

  • At my personal residence (paper records)

  • On password-protected devices

  • Within secure, GDPR-compliant platforms, including We Are Kiku

Your data is only accessed by me unless disclosure is required by law.

 

13. Data Retention

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Records are retained in line with professional, ethical, and insurance requirements:

  • Counselling and supervision records: 5 years after the end of services

  • Records for work with young people: 5 years after the 18th birthday

  • Workplace wellbeing and meditation group records: retained only as long as necessary for administrative, legal, or professional purposes

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

 

14. GDPR – Lawful Basis for Processing

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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 (including health and sexual information) is processed with explicit consent and where necessary for the provision of health or wellbeing services.

 

15. Your Data Protection Rights

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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.

 

16. Data Breaches

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

 

17. Complaints

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If you have concerns about how your personal information 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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18. Consent

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By engaging with Relating To You — including counselling, workplace wellbeing services, meditation groups, or other offerings — you confirm that you have read, understood, and agree to this Privacy Policy and Informed Consent.

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