Privacy Policy and Informed Consent

1. About Me (Data Controller)

Relating To You is owned and operated by Catherine Taylor BA (Hons), Dip Counselling, PG Cert Therapeutic Play Skills, PNCPS (Acc.).

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

2. Scope of This Policy

This Privacy Policy and Informed Consent applies to all services provided by Relating To You, including:

• Individual adult counselling

• Children and young people aged 4–17

• Couples counselling

• Online silent wellbeing groups

• Workplace wellbeing services

• Online services (including Zoom-based work)

It explains how personal information is collected, used, stored, and shared, and how confidentiality and consent are managed across different types of therapeutic work.

3. The Personal Information I Collect

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)

Workplace wellbeing services may also include:

• Organisation name and contact details

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

• Attendance information for sessions or groups

Online meditation groups:

Information collected is minimal and may include:

• Name

• Email address

• Payment confirmation

• Attendance records

Health insurance-funded counselling:

Where applicable, I may also collect:

• Full name, date of birth, and address

• Membership and authorisation codes

4. How I Collect Your Information

Personal information may be collected:

• 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 interaction with social media platforms (Facebook, Instagram, X/Twitter, LinkedIn, Pinterest, Etsy)

Please note that social media platforms have their own privacy policies. Clients are advised not to share sensitive personal information via social media.

5. Why I Use Your Information

Your personal information is used to:

• Provide one-to-one counselling services

• Deliver counselling for children, young people, and couples

• Facilitate weekday online silent wellbeing 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

6. Confidentiality (All Services)

Confidentiality is a core part of counselling and wellbeing services.

All personal information and session content is treated with care and kept confidential. Information will not be shared without your consent except where:

• Disclosure is required by law

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

• There are safeguarding concerns involving a child or vulnerable adult

For group-based services (including silent wellbeing groups and workplace wellbeing sessions):

• Participants are encouraged to respect the confidentiality of others

• Absolute confidentiality in group settings cannot be guaranteed

7. Children and Young People (Aged 4–17)

Core Principles

Work with children and young people is guided by the following principles:

• The welfare of the child or young person is paramount

• Children and young people have a right to be heard and taken seriously

• Participation is voluntary wherever possible

• Confidentiality is essential for effective therapeutic relationships

• Safeguarding responsibilities override confidentiality where there is risk of harm

Consent

• For children under 16, consent is usually provided by a parent or person with parental responsibility

• Consent must be informed and includes understanding confidentiality and its limits

• Alongside parental consent, the child or young person’s willingness to engage is central

Some young people under 16 may have sufficient understanding to consent independently. Where this is assessed to be the case, their autonomy and confidentiality are respected, with each situation considered individually.

Information Sharing with Parents and Carers

Routine sharing of detailed session content is avoided where this could undermine trust or emotional safety. Feedback, where appropriate, is usually general and may include emotional themes or guidance on how parents can support their child outside sessions.

Safeguarding

Confidentiality may be broken where there are reasonable grounds to believe that:

• A child or young person is at risk of significant harm

• A child or young person poses a risk to others

Where possible, concerns are discussed with the child or young person before information is shared, unless doing so would increase risk.

8. Couples Counselling

In couples counselling:

• The relationship is considered the client, rather than either individual partner

• Information relevant to the relationship may be used within joint sessions

No-Secrets Approach

• Individual disclosures that significantly impact the relationship will be addressed within joint sessions

• This supports transparency and the therapeutic process

Confidentiality

• Information is kept confidential within professional and legal boundaries

• Confidentiality may be broken where there is risk of serious harm, safeguarding concerns, or legal obligation

• Where possible, this will be discussed openly with both partners

Both partners have the right to request access to records held about the couple and to request correction of factual inaccuracies.

9. Professional Supervision

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

10. Online Services (Counselling & Meditation Groups)

Online services are delivered using platforms such as Zoom.

• Sessions are conducted from a private and confidential space

• Clients are encouraged to ensure privacy on their side

• Headphones are recommended

While online platforms use encryption and security measures, no online service can be guaranteed to be completely secure. If technical difficulties occur, reasonable efforts will be made to continue the session where appropriate.

11. Workplace Wellbeing Services & Data Sharing

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 required by law or safeguarding

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

Participation in workplace services is voluntary. Organisations are responsible for providing accessible environments for staff.

12. Use of We Are Kiku

I use We Are Kiku, a secure, GDPR-compliant practice management system.

We Are Kiku is used to:

• Securely store counselling, group, and workplace wellbeing records

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

• Manage administrative records

Access to We Are Kiku is restricted solely to me. Data is stored securely within the UK/EU in line with GDPR requirements.

13. How I Protect and Store Your Information

I take reasonable steps to protect your information:

• Paper records are stored in locked filing systems

• Electronic records are password-protected and encrypted where possible

• GDPR-compliant third-party systems are used

Data is stored at my personal residence (paper records), on secure devices, and within secure platforms such as We Are Kiku.

14. Data Retention

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

• Adult counselling records: 5 years after the end of services

• Records for children and young people: 5 years after the 18th birthday

• Workplace wellbeing and meditation group records: retained only as long as necessary

Records are securely destroyed after this period.

15. GDPR – Lawful Basis for Processing

Personal data is processed under the following lawful bases:

• Consent

• Contractual necessity

• Legal obligation

• Vital interests

• Public task

• Legitimate interests

Special category data is processed with explicit consent and where necessary for health and wellbeing services.

16. Your Rights

You have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request erasure (where applicable)

• Restrict or object to processing

• Request data portability

Requests will be responded to within one month.

17. 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 required.

18. Face-to-Face Appointments – Arrival Information

Please do not arrive too early for face-to-face appointments, as I may have a client immediately before you and there is currently no waiting area.

If you are running late, please let me know as soon as possible. Unfortunately, if you arrive more than 10 minutes late, your session may not be able to take place.

19. Complaints

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

20. Consent

By engaging with Relating To You — including counselling, couples work, children and young people’s services, workplace wellbeing, silent wellbeing groups, or online services — you confirm that you have read, understood, and agree to this Privacy Policy and Informed Consent.