Privacy Policy

My Approach to Privacy and Respect

Your privacy is central to the work we do together. I want you to feel confident that any information you share with me is treated with care, respect, and professionalism. This notice explains how I look after your personal information from the moment you get in touch, throughout our work together, and after therapy ends.

I follow UK GDPR, the Data Protection Act 2018, and the BACP Ethical Framework.

Data Controller: Andrea Ellis Email:andrea@elliscounselling.uk ICO Registration Number: C1995569 Location: Cornwall, UK

The Information I Hold and Its Purpose

I only collect information that helps me offer safe, ethical, and effective counselling.

Everyday Personal Details

These help me contact you, arrange appointments, and keep your records organised:

  • Name, date of birth, address, email, phone number

  • Emergency contact details

  • GP information

  • Appointment history, invoices, and correspondence

Sensitive Information

This includes anything relating to your emotional wellbeing, health, or personal history. I keep this information with great care, and only what is necessary for therapeutic work:

  • Intake information and relevant medical details

  • Themes discussed in sessions (brief notes)

  • Risk or safeguarding information

Why I’m Allowed to Use Your Information

I use your information for clear and lawful reasons:

  • To provide counselling: When you enquire or begin therapy, I process your information as part of our therapeutic agreement.

  • With your consent: For any sensitive health‑related information.

  • To meet professional obligations: I keep your records for a set period after therapy ends to comply with legal and insurance requirements.

  • If required by law: For example, safeguarding concerns or court orders.

How Your Information Is Stored and Protected

WriteUpp the Secure Practice Management System

All clinical notes, contact details, appointment history, and invoices are stored securely in WriteUpp, the Secure Practice Management System, which uses encrypted UK/EU servers and GDPR compliant security.

My Devices

• Encrypted and password-protected

• Two-factor authentication is used where possible

• Emails sent through secure, encrypted channels

Paper Notes

If I use paper notes, they are stored in a locked cabinet in a secure location.

Confidentiality and When It May Need to Be Broken

Everything you share with me is confidential. I will never share your information for marketing or non-clinical purposes.

There are rare situations where I may need to share information:

• If there is a serious risk of harm to you or someone else

• If a child or vulnerable adult is at risk

• If I am legally required to disclose information

Whenever possible, I will speak with you first.

Trusted Third Party Services

I work with a small number of secure, GDPR compliant services such as:

• WriteUpp

• Accounting software

• Website hosting provider

• Email service provider

How Long Do I Keep Your Information and Clinical Records

• Stored securely in WriteUpp

• Kept for 7 years after therapy ends

• Then permanently deleted

Financial Records

• Kept for 6 full tax years (HMRC requirement).

Emails & Text Messages

• Routine messages are deleted after 30 days.

• Any clinically relevant information is transferred into WriteUpp and then deleted.

Your Rights and Choices

You have rights over your personal information, and I will support you in exercising them.

You can:

• Ask for a copy of your data

• Request corrections

• Request deletion (where legally possible)

• Ask me to limit or stop processing your data

• Object to certain types of processing

To make a request, email: andrea@elliscounselling.uk

You can also contact the ICO: https://ico.org.uk

Cookies and Website Analytics

My website uses minimal cookies to help it function smoothly.

I use anonymous analytics to understand how visitors use the site.

No personally identifiable information is collected.

Contact Details

Data Controller: Andrea Ellis

Email: andrea@elliscounselling.uk

ICO Registration Number: C1995569

Updates to This Privacy Statement

I may occasionally update this privacy statement to reflect changes in professional guidance, legal requirements, or the way I work. Whenever I make a significant change, I will do my best to let you know directly.

I also encourage you to check this page from time to time so you always have the most up-to-date information about how your data is handled.