Effective Date: June 2026

 

Natural Space Counselling is committed to protecting your privacy. This Privacy Policy explains how your personal information is collected, used, stored and protected when you engage with my services.

 

Data Controller: Nova Pinfold trading as Natural Space Counselling

 

ICO Registration Number: ZB659887

 

Contact: naturalspacecounselling@protonmail.com | 07768 426194

 

Information I Collect

I may collect and process:

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• Your name, email address, telephone number and other contact details.

• Information you provide when making an enquiry by email, telephone, my website, social media or professional directories.

• Information contained within pre-therapy forms.

• Sensitive personal information relating to your health, wellbeing and personal circumstances that you choose to share during counselling.

• Brief counselling session notes.

• Website usage information such as IP address, browser type and pages visited.

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How Your Information Is Stored

• Pre-therapy forms and contact details are stored securely in a locked filing cabinet.

• Brief session notes are anonymised using initials only and stored electronically in a secure, password-protected system.

• Session notes are stored separately from contact details.

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

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How I Use Your Information

I use your information to:

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• Respond to enquiries.

• Arrange and manage appointments.

• Provide counselling services.

• Maintain appropriate professional records.

• Meet professional, legal and insurance requirements.

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As part of my professional practice, I attend regular clinical supervision. Information discussed is anonymised wherever possible and supervisors are bound by professional confidentiality requirements.

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Lawful Basis for Processing

Personal information is processed under Article 6 UK GDPR on the basis of:

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• Performance of a contract.

• Legitimate interests in managing a safe and effective counselling practice.

• Compliance with legal obligations where applicable.

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Health information is processed as special category data under Article 9(2)(h) UK GDPR for the provision of counselling services and, where necessary, Article 9(2)(f) UK GDPR for the establishment, exercise or defence of legal claims.

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Sharing Information

I do not share your personal information unless:

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• It is necessary for the operation of my practice through trusted service providers.

• I am legally required to do so.

• There are safeguarding concerns or a serious risk of harm to you or others.

• Disclosure is required by a court or lawful authority.

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Any disclosure will be limited to what is necessary.

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Third-Party Services and International Transfers

I use third-party providers to support my practice, including Proton Mail, Wix, professional directories and online therapy platforms where applicable. Some providers may process data outside the UK. Where this occurs, appropriate safeguards are used in accordance with UK data protection law.

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Cookies and Website Analytics

My website is hosted by Wix, which may use cookies and similar technologies necessary for website functionality, security and performance. Wix may also collect information such as IP address, browser type, device information and pages visited. This information helps monitor website performance and improve user experience.

You can manage or disable cookies through your browser settings.

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Retention of Records

• Emails and text messages are reviewed and deleted when no longer required.

• Your phone number will normally be deleted from my phone when counselling ends.

• Pre-therapy forms and counselling records are retained during therapy and for seven years after counselling ends in line with professional, insurance and legal requirements.

• Records are securely destroyed when no longer required.

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Your Rights

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

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• Access your personal information.

• Request correction of inaccurate information.

• Request erasure of information in certain circumstances.

• Request restriction of processing.

• Object to processing where applicable.

• Request data portability where applicable.

• Withdraw consent where consent is relied upon.

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Requests should be made by email or in writing. I will normally respond within one month and may request proof of identity before releasing information.

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Data Breaches

If a personal data breach is likely to result in a risk to your rights and freedoms, I will notify the Information Commissioner’s Office (ICO) and affected individuals where required by law.

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Complaints

If you have concerns about how your personal information has been handled, please contact me in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO):

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Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

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Telephone: 0303 123 1113

Website: https://ico.org.uk

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Changes to This Policy

This Privacy Policy may be updated from time to time. The latest version will be available on request and through my website.