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Privacy Policy

Last Updated: 10/06/2026

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Who I Am

I am Nikita Moody, a self-employed counsellor.

I am the Data Controller responsible for the personal information collected and processed through this practice.

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Contact Details

  • Name: Nikita Moody

  • Email: Nikita.counselling@gmail.com

  • Telephone: Available on request

  • Address: Available on request

  • ICO Registration Number: ZB397376
     

Introduction

Your privacy is important to me. This Privacy Policy explains how I collect, use, store, protect and share your personal information when you:

  • Visit my website;

  • Contact me by email or telephone;

  • Enquire about counselling services;

  • Attend counselling sessions;

  • Receive counselling services from me.

I process personal information in accordance with UK data protection legislation, including the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

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Professional Membership

I am a registered member of the British Association for Counselling and Psychotherapy (BACP) and work in accordance with the BACP Ethical Framework for the Counselling Professions.

As part of my professional responsibilities, I maintain appropriate records, undertake professional supervision, and comply with legal, ethical and safeguarding requirements.

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Information I Collect

Website Visitors

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

  • IP address;

  • Browser type and version;

  • Device information;

  • Website usage information;

  • Security and diagnostic information.

Enquiries

If you contact me by email or telephone, I may collect:

  • Your name;

  • Email address;

  • Telephone number;

  • Information you choose to share about your circumstances or reasons for seeking counselling.

Clients

If you become a client, I may collect:

  • Contact details;

  • Date of birth;

  • Emergency contact information;

  • GP details (where relevant);

  • Appointment information;

  • Session notes;

  • Information relating to your health, wellbeing, personal circumstances and counselling needs.

This may include special category data relating to your physical or mental health.

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Children and Young People

Where I work with children and young people, I may collect information from the young person, parent, guardian or referring professional where appropriate and lawful to do so.

I seek to balance a young person's right to privacy with my legal and safeguarding responsibilities.

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Why I Collect and Use Information

I use personal information to:

  • Respond to enquiries;

  • Arrange and manage appointments;

  • Provide counselling services;

  • Maintain professional records;

  • Communicate with clients;

  • Undertake professional supervision;

  • Manage safeguarding responsibilities;

  • Process payments and maintain financial records;

  • Comply with legal, regulatory and insurance requirements;

  • Protect the security and operation of my practice and website.

I only collect information that is relevant and necessary for these purposes.

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Lawful Basis for Processing

Under UK data protection law, I rely on one or more of the following legal bases:

Contract

Processing necessary to provide counselling services or take steps prior to entering into a counselling agreement.

Legal Obligation

Processing necessary to comply with legal, regulatory or professional obligations.

Legitimate Interests

Processing necessary for the effective operation and administration of my counselling practice, including:

  • Record keeping;

  • Practice management;

  • Fraud prevention;

  • Website security;

  • Professional administration.

Special Category Data

Where I process health-related information or other special category data, I do so in accordance with UK data protection law and professional counselling requirements.

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Confidentiality

Counselling sessions are confidential.

However, confidentiality may be limited where:

  • There is a serious risk of harm to you or another person;

  • Safeguarding concerns arise involving a child or vulnerable person;

  • Disclosure is required by law;

  • A court orders disclosure;

  • Professional or ethical obligations require action.

Where appropriate and safe to do so, I will aim to discuss any necessary disclosure with you before information is shared.

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Clinical Supervision

As part of ethical practice, I undertake regular clinical supervision.

Relevant aspects of client work may be discussed with my supervisor for professional support, quality assurance and safe practice.

Supervisors are subject to professional confidentiality requirements. Identifying information is minimised wherever possible.

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Online Counselling

Where counselling sessions take place online, I use Microsoft Teams.

Although reasonable steps are taken to maintain security and confidentiality, no internet-based communication can be guaranteed completely secure.

Clients are encouraged to:

  • Use a private and confidential location;

  • Use secure internet connections;

  • Protect their devices with passwords and security updates.
     

Electronic Records and Security

Client records and session notes are stored electronically.

I use appropriate technical and organisational measures to protect personal information, including:

  • Password-protected devices and accounts;

  • Secure storage systems;

  • Access controls;

  • Security software and updates;

  • Confidential working practices.

Access to client records is restricted to me unless disclosure is required by law or necessary for safeguarding purposes.

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Sharing Information

I do not sell or rent personal information.

Information may be shared where necessary with:

  • Clinical supervisors;

  • Professional advisers;

  • Accountants;

  • IT service providers;

  • Insurers;

  • Regulatory bodies;

  • Safeguarding agencies;

  • Law enforcement agencies or courts where legally required.

Any sharing is limited to what is necessary and proportionate.

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Retention of Records

Personal information is retained only for as long as necessary.

As a general guide:

  • Enquiries that do not become clients may be retained for up to 12 months.

  • Client records may be retained for up to 7 years after counselling ends.

  • Records relating to children and young people may be retained for longer where professional, safeguarding, insurance or legal considerations make this appropriate.

Records are securely deleted or destroyed when no longer required.

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Cookies

This website may use cookies or similar technologies.

Necessary cookies may be used to ensure the website functions correctly.

Where non-essential cookies are used, visitors will be provided with appropriate information and choices regarding their use.

You may also manage cookies through your browser settings.

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Automated Decision-Making

I do not make decisions about clients solely through automated processing that produce legal or similarly significant effects.

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Your Rights

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

  • Access your personal information;

  • Request correction of inaccurate information;

  • Request deletion of information in certain circumstances;

  • Restrict processing;

  • Object to certain processing activities;

  • Receive a copy of information you have provided;

  • Withdraw consent where consent is relied upon.

These rights are subject to certain legal limitations and exemptions.

Requests should be made using the contact details provided above.

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Complaints

If you have any concerns about how your personal information has been collected, stored, used or shared, you have the right to make a complaint.

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In the first instance, please contact me directly so that I can investigate and try to resolve the matter. Complaints should be submitted by email to:

Nikita.counselling@gmail.com

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I will acknowledge receipt of your complaint within 30 days and will keep you informed of the progress of any investigation.

If, after receiving my response, you remain dissatisfied with how your personal data has been handled, you have the right to raise your concerns with the Information Commissioner's Office (ICO), the UK's independent authority for data protection matters.

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Telephone: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint

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I would appreciate the opportunity to address your concerns first, but you are entitled to contact the ICO at any time.

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Changes to This Policy

I may update this Privacy Policy from time to time to reflect changes in legal requirements, professional obligations, or the operation of my practice.

The latest version will always be available on this website.

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