DATA PROTECTION AND PRIVACY POLICY
(Updated 25 June 2026)
Charlotte Wood MBACP
Data Controller
ICO Registration Number: ZB334971
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Introduction
I am the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. I am registered with the Information Commissioner's Office (ICO) under registration number ZB334971.
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This Privacy Policy explains what personal information I collect, why I collect it, how it is stored, how long it is retained, and your rights regarding you personal information. Any personal information you provide is given voluntarily and is processed solely for the purpose of providing counselling or clinical supervision.
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Lawful Basis for Processing
In accordance with the UK GDPR, the lawful bases for processing your personal information are:
Article 6(1)(b): performance of our counselling or supervision contract; Article 6(1)(f): legitimate interests in providing safe, ethical and effective counselling services; Article 9(2)(h): processing of special category data for the provision of therapeutic or counselling services. As counselling involves discussing emotional wellbeing and mental health, I process special category personal data only where necessary to provide professional counselling or supervision.
Information I Collect
a) Contact details and personal information completed on the client information form.
b) Brief handwritten or electronic counselling notes, copies of relevant emails or text messages relating to appointments or counselling, initial enquiries, questionnaires or assessment forms completed by you.
c) Appointment attendance records and payment records. I only collect information relevant to providing counselling or supervision safely, ethically and professionally.
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Storage and Security
Paper records are stored securely in a locked filing cabinet within my private practice. Electronic records are stored on password-protected and encrypted devices. I take reasonable steps to ensure that your personal information is protected against unauthorised access, accidental loss, destruction or disclosure.
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Email and Electronic Communication
Email and text messaging are convenient but cannot be guaranteed to be completely secure. I ask that they are used primarily for arranging or changing appointments. By choosing to communicate by email or text, you acknowledge the small inherent security risks associated with these methods. Should confidential information need to be shared electronically, we can discuss the most appropriate and secure method.
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Recording of Sessions
Neither you nor I will audio-record or video-record any counselling or supervision session, or any part of a session, without the prior knowledge and explicit consent of everyone involved.
Confidentiality and Sharing Information
Everything discussed during counselling or supervision is treated as confidential. However, confidentiality may be broken where there is a serious risk of harm; safeguarding concerns; disclosure is required by law or court order; or disclosure is required to prevent serious crime.
Where possible, I will discuss any necessary disclosure with you beforehand. As part of good professional practice, I receive regular clinical supervision. Client information discussed in supervision is anonymised wherever possible.
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Retention of Records
Counselling and supervision records are normally retained for seven years after the end of our professional relationship, unless there is a legal, safeguarding or insurance reason requiring longer retention. Initial enquiries that do not proceed are normally deleted after one month. Records are securely destroyed when no longer required.
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Your Rights
Under the UK GDPR you may request access, correction, deletion (where applicable), restriction of processing, object to certain processing, request data portability where applicable, and withdraw consent where consent is the lawful basis. Exercising certain rights may affect my ability to continue providing counselling or supervision safely.
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Subject Access Requests
Requests should be made in writing with proof of identity. I will respond within one calendar month unless an extension is permitted. Counselling notes are professional working notes and are not intended for legal proceedings. Reports will normally be limited to factual attendance information and will not include diagnoses outside my competence.
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Complaints
If you have concerns about how I have collected or used your personal information, please contact me at charliewoodtherapy@hotmail.com. I will acknowledge your complaint within five working days and investigate it without undue delay. If you remain dissatisfied, you may complain to the
Information Commissioner's Office: https://ico.org.uk/make-a-complaint/ Telephone: 0303 1231113.
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Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in legislation, professional guidance or my practice. The most current version will always be available on request and significant changes will be brought to your attention.
Charlotte Wood MBACP
Private Counsellor and Clinical Supervisor
Policy Reviewed: 25 June 2026
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CharlieWoodTherapy is hosted on the Wix.com platform. This provides me with the online platform that allows you to contact me for the purpose of admin around counselling.
Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. (You can also email me directly using my contact details.)
For information on cookies see wix.com/en/article/cookies
For information on how Wix handles your data please see sections 8, 12, and 13 of wix.com/about/privacy