Privacy Policy
Last updated: 1st December 2025
Clear Minds Therapy & Counselling is committed to protecting your privacy and handling your personal information securely, respectfully, and in accordance with UK data protection law, including the UK GDPR and the Data Protection Act 2018. This policy explains what information I collect, why I collect it, how it is used, and your rights regarding your personal data.
1. Information I Collect
When you contact me or begin therapy, I may collect the following information:
- Your name and contact details (email address, telephone number, home address).
- Information you choose to share when enquiring about therapy.
- Personal and sensitive information discussed during our sessions.
- GP details (if clinically relevant).
- Insurance membership details if you are using Bupa, AXA, Vitality, Helix or another provider.
- Payment information (bank transfer details), although I do not store card details.
- Website usage data through cookies (see section 7).
2. How Your Information Is Used
Your personal information is used to:
- Arrange appointments and communicate with you.
- Provide therapy or counselling safely and professionally.
- Maintain accurate clinical records as required by professional standards.
- Process payments or insurance claims.
- Contact you in case of schedule changes or emergencies.
- Improve the website and user experience through anonymous analytics data.
I will never sell, rent, or share your information for marketing purposes.
3. Confidentiality
Everything discussed in therapy is confidential. Information is only shared in exceptional circumstances where:
- You provide written consent.
- I am legally required to do so (for example, court orders).
- There is a serious risk of harm to you or someone else.
- There are safeguarding concerns involving a child or vulnerable adult.
If possible, I will discuss concerns with you before sharing any information.
4. Storage and Security of Your Data
I store client notes securely in line with professional guidelines. Your data may be stored in:
- Encrypted digital files
- Secure practice management software
- Password-protected devices
Data is retained for a minimum of seven years, as required by professional and insurance obligations. After this period, it is securely destroyed.
5. Using Health Insurance
If you are using insurance with Bupa, AXA, Vitality, Helix or other providers, I may need to share limited information with them for:
- Authorising sessions
- Invoicing
- Confirming attendance
- Meeting their reporting requirements
Only the minimum necessary information is shared.
6. Third-Party Service Providers
Your data may be processed through trusted third parties such as:
- Website hosting providers
- Email or practice management software
- Insurance providers (if applicable)
- Payment processors
All third parties are GDPR-compliant and only access data where necessary to perform their services.
7. Cookies & Website Analytics
This website may use cookies to improve your browsing experience and to collect anonymous data about how visitors use the site. Cookies may track:
- Page visits
- Session duration
- Device and browser type
You can disable cookies at any time through your browser settings.
8. Your Rights
You have the right to:
- Access a copy of your personal data
- Request corrections to inaccurate information
- Request deletion of your data (in some circumstances)
- Restrict or object to processing
- Request transfer of your data (data portability)
- Withdraw consent at any time
To exercise any of these rights, please contact me directly.
9. Contact Details
If you have any questions about this Privacy Policy or how your data is handled, please get in touch:
Clear Minds Therapy & Counselling
Email: clearminds.cyepes[AT]gmail.com
Phone: 07532101543
Website: https://clearminds.org.uk
If you are not satisfied with how your data is handled, you have the right to raise a concern with the Information Commissioner’s Office (ICO) at ico.org.uk.