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Privacy Policy

Last Updated: 23/10/2026

​Counselling — UK GDPR and Data Protection Act 2018

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1. Who I Am

I am Nikita Moody, a UK-based counsellor and registered member of the BACP, working in line with its Ethical Framework.

Data Controller: Nikita Moody
Email: Nikita.counselling@gmail.com
Website: counsellingwithnikita.com
ICO registration number: ZB397376

I am responsible for how your personal information is collected, used and stored.

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2. Information I Collect

2.1 Contact Information

  • Name

  • Email address

  • Phone number

  • Emergency contact details

2.2 Administrative Information

  • Appointment history

  • Payment records

  • Email correspondence

  • Counselling agreements

2.3 Clinical Information

  • Mental health and emotional wellbeing

  • Personal and family history

  • Counselling notes

  • Risk or safeguarding concerns
     

This information may include sensitive health data, which receives additional protection under data protection law.

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3. Lawful Bases for Processing

I process personal information where necessary under applicable data protection law. Depending on the circumstances, this may include:

  • Contract: providing counselling and managing appointments.

  • Legitimate interests: responding to enquiries and administering my practice.

  • Legal obligation: meeting legal and professional requirements.

  • Vital interests: protecting someone's life where necessary.
     

4. How Your Information Is Used

Your information is used to:

  • Provide counselling.

  • Maintain clinical and administrative records.

  • Communicate about appointments.

  • Manage payments.

  • Undertake clinical supervision.

  • Meet professional, legal and safeguarding responsibilities.
     

I do not sell your personal information or use it for marketing.
 

5. Storage of Notes and Data Security

Your information is stored electronically using:

  • Microsoft OneDrive: client records and session notes.

  • Microsoft Teams: online counselling sessions.

  • GMail: email communications, if applicable.

  • ClinicalWill.app: clinical will and continuity arrangements.
     

I use appropriate security measures to protect information and restrict access to authorised individuals.
 

6. Retention Periods

My general retention guidelines are:

  • Adult counselling records: up to 7 years after counselling ends

  • Enquiry emails: up to 12 months where the enquiry does not become a client relationship

  • Clients under 18: until age 25 (or 8 years after last contact, whichever is longer)

  • Financial records: 6 years
     

When information is no longer required, I take appropriate steps to securely delete or destroy it.
 

7. Sharing Your Information

I may share relevant information:

7.1 Where Necessary for Safety or Legal Reasons

  • Serious risk of harm.

  • Safeguarding concerns.

  • Legal requirements.

7.2 Professional Supervision

Relevant counselling material may be discussed in supervision, using anonymised information wherever possible.

7.3 With Your Consent

Information may be shared with your GP or another professional where appropriate and agreed.
 

I aim to protect confidentiality and share only what is necessary.

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8. Your Rights

Depending on the circumstances, you may request to:

  • Access your personal information.

  • Correct inaccuracies.

  • Request deletion where appropriate.

  • Restrict or object to certain processing.

  • Request data portability where applicable.

  • Withdraw consent where consent is the basis for processing.
     

9. Website Data and Cookies

My website may collect basic technical information, such as IP addresses, browser information and website usage data.

Cookies or similar technologies may be used for essential website functions and, where applicable, analytics or embedded content.

Where consent is required, appropriate choices will be provided. You can also manage cookies through your browser settings.
 

10. Data Breaches

If a personal data breach occurs, I will take steps to secure the information, assess the impact and prevent recurrence.

Where required by law, I will notify the ICO within the applicable timeframe and inform affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms.
 

11. Children and Young People

When working with clients under 18, I consider their understanding, privacy, confidentiality and safeguarding needs.

Information may be shared with a parent, guardian or relevant professional where appropriate and lawful, particularly where safeguarding concerns arise.
 

12. Online Counselling Policy

  • Online sessions take place via Microsoft Teams.

  • Sessions are not recorded by me.

  • Clients are asked to ensure they have a private space for sessions.

  • If the connection fails, I will attempt to reconnect and may arrange a telephone session or reschedule.

  • Emergency contact and location arrangements may be discussed where appropriate for safety.
     

13. Diversity and Inclusion

I aim to provide a respectful, inclusive and non-discriminatory counselling service, welcoming clients from diverse backgrounds and identities.

My practice is guided by the BACP Ethical Framework and my commitment to ongoing professional development.
 

14. Safeguarding Statement

I follow relevant safeguarding requirements and the BACP Ethical Framework.

I may share information where necessary because of a serious risk of harm, safeguarding concerns or a legal requirement. Where possible and appropriate, I will discuss this with you first and share only what is necessary.
 

16. Complaints Procedure

If you have concerns about how your personal information is handled, please contact me directly at nikita.counselling@gmail.com

I will acknowledge your complaint within 30 days, investigate it appropriately, keep you informed of progress and explain the outcome without unjustifiable or excessive delay.
 

If your concern remains unresolved, you can contact the Information Commissioner's Office (ICO):

Website: https://ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

You can contact the ICO at any time and do not have to wait for my response.

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17. How to Raise Concerns

If you have concerns about our counselling work together, you are welcome to raise them with me in a session or by email.

For concerns about professional conduct, you may also contact the BACP.
 

18. Updates to This Policy

This policy may be updated when my practice, the services I use or my legal obligations change. The latest version will be available on my website.

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