Last Updated: 19 June 2026

Introduction

Megan Clarke Counselling is committed to protecting your privacy and handling your personal information in a lawful, fair and transparent manner.

This Privacy Policy explains how I collect, use, store and protect personal information when you visit my website, make an enquiry or engage in counselling services.

I comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

Data Controller

The Data Controller responsible for your personal information is:

Megan Clarke Counselling

Email: meganclarkecounselling@gmail.com

Website: www.meganclarkecounselling.co.uk

What Information I Collect

Depending on how you interact with my website or services, I may collect:

Information You Provide

• Name

• Email address

• Telephone number

• Emergency contact details where appropriate

• Information submitted through contact forms

• Information provided when booking an appointment

• Information provided during counselling sessions

• Payment information where required

Website Information

When you visit my website, certain information may be collected automatically, including:

• IP address

• Browser type

• Device information

• Pages visited

• Date and time of visits

• Website usage statistics

This information helps me understand how visitors use the website and improve the services offered.

How Your Information Is Used

Your information may be used to:

• Respond to enquiries

• Arrange consultations and appointments

• Provide counselling services

• Maintain counselling records

• Manage payments and administration

• Comply with legal, ethical and professional obligations

• Improve the website and user experience

• Protect the security of the website and services

I will only use your information where I have a lawful basis to do so.

Lawful Bases for Processing

Under UK GDPR, I rely on the following lawful bases:

Contract

Where processing is necessary to provide counselling services or respond to a request for those services.

Legitimate Interests

Where processing is necessary for the safe and effective operation of my counselling practice, provided your rights and freedoms are not overridden.

Legal Obligations

Where I am required to process information to comply with legal or regulatory requirements.

Special Category Data

Information relating to your physical or mental health is classified as special category data.

This information is processed in accordance with Article 9(2)(h) UK GDPR for the provision of health and counselling services.

Confidentiality

Information shared during counselling sessions is treated as confidential.

However, confidentiality may be broken where:

• There is a risk of serious harm to yourself or another person.

• There are safeguarding concerns involving a child or vulnerable adult.

• Disclosure is required by law.

• A court, judge or coroner orders disclosure.

• Information relates to terrorism, money laundering or other offences where there is a legal duty to report.

Where possible, I will discuss any necessary disclosure with you before taking action.

Supervision

As a member of the British Association for Counselling and Psychotherapy (BACP), I undertake regular clinical supervision to ensure my practice remains safe, ethical and effective.

Aspects of counselling work may be discussed with a qualified supervisor. Identifying details are removed wherever possible and supervisors are bound by professional and ethical duties of confidentiality.

How Long Information Is Kept?

Enquiries

If you make an enquiry but do not proceed with counselling, your information will normally be retained for up to 12 months before being securely deleted.

Counselling Records

Counselling records, counselling agreements, assessment information and case notes are normally retained for seven years following the end of counselling and are then securely destroyed, unless there is a legal, regulatory or insurance-related reason to retain them for longer.

How Information Is Stored

Reasonable technical and organisational measures are used to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

Information may be stored using secure electronic systems, encrypted services, password-protected devices and secure cloud-based platforms where appropriate.

While every effort is made to maintain security, no electronic system can be guaranteed to be completely secure.

Online and Telephone Counselling

Counselling may be provided via Microsoft Teams, telephone or WhatsApp text messaging.

Whilst reasonable steps are taken to protect confidentiality and privacy, electronic communication carries inherent risks that are outside the control of either party. This includes the possibility of technical failures, security breaches or unauthorised access to communications.

Clients are encouraged to access counselling sessions from a private and secure location and to take reasonable steps to protect the confidentiality of their own devices and accounts.

Third-Party Service Providers

To provide counselling services, I use a number of third-party providers who may process personal information on my behalf. These include:

• Wix, for website hosting and appointment bookings.

• Microsoft Teams, for online video counselling sessions.

• WhatsApp, for text-based counselling and appointment-related communication where agreed.

• Telephone network providers, for telephone counselling sessions.

• Email service providers, for communication and administration.

These organisations have their own privacy policies which govern how they process personal information. I encourage you to review their privacy information where relevant.

International Transfers

Some third-party providers may store or process information outside the United Kingdom.

Where this occurs, appropriate safeguards will be in place to protect personal information in accordance with UK data protection legislation.

Cookies

This website may use cookies and similar technologies to improve functionality, analyse website traffic and enhance user experience.

Cookies are small text files placed on your device when you visit a website. They help websites function effectively and provide information about how visitors use the site.

This website may use Google Analytics to help understand how visitors use the website, monitor website performance and improve user experience. Google Analytics collects information such as pages visited, time spent on the website and general location data. This information is anonymised and does not identify individual users.

You can manage cookie preferences through your browser settings.

Where required by law, consent will be obtained before non-essential cookies, including analytics cookies, are used.

Your Rights

Under UK data protection legislation, you may have the right to:

• Access the personal information held about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of information in certain circumstances.

• Request restriction of processing.

• Object to certain forms of processing.

• Request transfer of your data where applicable.

• Lodge a complaint regarding how your personal information has been handled.

Some rights may be subject to legal exemptions relating to counselling records.

Data Protection Complaints

If you have concerns about how your personal information has been collected, stored or used, please contact me in the first instance using the contact details provided above.

Complaints relating to data protection will be acknowledged and considered in accordance with applicable data protection legislation. I aim to respond within 30 days.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional requirements or the way services are provided.

The most recent version will always be available on this website.