Privacy Policy

Last updated: June 2026. Your privacy is important to me. This Privacy Policy explains how I collect, use, store and protect your personal information when you visit my website, contact me, or use my counselling services.I am committed to handling your personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who I am

I am Sarah Gray, an independent counsellor based in Scotland and a registered member of the British Association for Counselling and Psychotherapy (BACP).For the purposes of UK data protection law, I am the Data Controller of the personal information you provide.If you have any questions about this Privacy Policy or how I use your information, you can contact me:Email: s.gray.counselling@gmail.com
Telephone: 07394 721109

What information I collect

Depending on how you contact me or use my services, I may collect:Your nameEmail addressTelephone numberYour preferred method of contactInformation you choose to include in your enquiryAppointment detailsPayment information (bank transfer records)Client records created during counselling sessionsI ask that you do not include unnecessary sensitive personal information when completing the website contact form. If we begin working together, I will explain what information I need to collect and why.

How I collect information

I collect information when you:Complete the website contact formContact me by email or telephoneLeave a voicemailArrange or attend counselling sessionsMake payments by bank transfer

Why I collect your information

Your information is collected so that I can:Respond to your enquiryArrange and manage appointmentsProvide counselling servicesMaintain appropriate client recordsMeet legal, ethical and professional obligationsManage financial records where requiredI will only use your personal information where I have a lawful basis to do so under UK GDPR.

Website contact form

When you submit information via the website contact form, the information you provide is processed by Squarespace, my website hosting provider.Your enquiry is stored within Squarespace and sent to my Gmail account so that I can respond to your enquiry.

Lawful basis for processing

Under UK GDPR, I rely on the following lawful bases depending on the situation:Taking steps at your request before entering into a counselling agreementPerformance of a contract (if you become a client)Compliance with legal obligationsLegitimate interests in running and managing my counselling practiceWhere special category data is processed during counselling sessions, this is done in accordance with UK GDPR requirements for health and care-related information.

Confidentiality

Confidentiality is a key part of counselling.Information you share with me will be treated as confidential unless:You give consent for information to be sharedI am required to disclose information by lawThere is a serious concern about your safety or the safety of another personDisclosure is required to safeguard a child or vulnerable adultWhere possible, I will discuss any need to share information with you before doing so.

Clinical supervision

As a registered member of the BACP, I attend regular clinical supervision.Client work is discussed in supervision in an anonymised form wherever possible. Supervisors are also bound by confidentiality.

How your information is stored

I take appropriate steps to protect your personal information.Website enquiries are stored within Squarespace and my Gmail accountClient notes are stored securely on a password-protected reMarkable tabletEmail communications are stored within GmailAppropriate technical and organisational measures are used to help protect your information from unauthorised access.

Sharing your information

I do not sell your personal information.Your information may only be shared where necessary, including with:Squarespace (website hosting)Gmail (email services)My accountant (for financial record-keeping)Legal or regulatory authorities, where required by lawInformation discussed in clinical supervision is always anonymised where possible.

How long I keep information

If you make an enquiry but do not go on to become a client, your information will be retained only for as long as necessary to respond and manage that enquiry.Client records are normally retained for seven years after counselling ends, in line with professional guidance and legal requirements, unless there is a reason to retain them for longer.After this period, records are securely deleted or destroyed.

Your rights

Under UK GDPR, you have the right to:Access the personal data I hold about youRequest correction of inaccurate informationRequest deletion of your data (in certain circumstances)Request restriction of processingObject to certain types of processingRequest data portability (where applicable)These rights may be limited where I am required to retain information for legal or professional reasons.

Cookies

This website uses cookies provided by Squarespace to support website functionality and improve user experience.For more information, please see the Cookie Policy.

Complaints

If you have concerns about how I have handled your personal information, please contact me first so I can try to resolve the issue.You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office (ICO).

Changes to this Privacy Policy

This Privacy Policy may be updated from time to time.The most recent version will always be available on this website.