Privacy Policy

1. Who I am

Therapy Care is the private counselling practice of Carey Webb, a registered member of the British Association for Counselling and Psychotherapy (BACP). I’m the data controller for the information described in this policy, which means I decide how it’s used and I’m responsible for keeping it safe.

Address

1212a London Road, Leigh-on-Sea, Essex, SS9 2UA

Phone

07826 774307

Email

carey@therapycare.co.uk

ICO registration

ZC271061 (registered as Carey Webb)

2. What information I collect

When you get in touch

If you use the contact form, call, message me on WhatsApp or email me, I’ll have your name, phone number and email address, how you’d prefer to have sessions, how you heard about me if you choose to say, and anything you choose to tell me in your message.

If you become a client

• Your name, contact details, address and date of birth
• An emergency contact and your GP’s details
• Anything you choose to share about your health, wellbeing, previous counselling and life circumstances
• How you heard about me
• Brief notes I write after each session
• A record of your appointments and payments

If you fill in the registration form on this website, your answers are sent to me by email, through my Microsoft 365 account.

If you send feedback

If you use the “Share your experience” form, I’ll have what you write, how you’d like your name to appear (anonymously, or your first name and last initial) and whether I may publish it. The form doesn’t ask for your email address.

When you visit this website

This website uses Cloudflare Web Analytics, which counts visits without cookies and without identifying you. See Cookies below.

If you download one of the printable documents, the website counts it in SyncDiary, the secure system I use to run the practice: which document, and on which day. Nothing that could identify you is kept with the count.

3. Why I use it, and the legal basis

Data protection law says I must have a lawful reason for using your information. These are the reasons I rely on:

4. Who I share it with

I never sell your information or share it for anyone else's marketing. I only share it in these situations:

• Clinical supervision. Like all BACP members, I discuss my work with a qualified supervisor. I don’t share your name or anything that would identify you, and my supervisor is bound by confidentiality.
• Services that help me run the practice. These include Google Firebase (this website and its forms), Microsoft 365 (my email), WhatsApp (messages and video sessions), Monzo (bank transfers and online payments), SyncDiary (my secure online client records and appointments) and my accountant (financial records only). They can only use your information to provide their service to me.
• When the law requires it, or to protect someone. For example under a court order, if I learn of terrorism, drug trafficking or money laundering, or if there’s a serious risk of harm to you or someone else, including concerns about a child or vulnerable adult. Wherever it’s possible and safe, I’ll talk to you first.

5. Information stored outside the UK

Some of the services I use, such as Google (which runs this website), Microsoft (my email) and WhatsApp, may store information outside the UK. When they do, it’s protected by the safeguards UK law requires, such as adequacy regulations or approved contract clauses.

6. How long I keep it

• Enquiries that don’t lead to counselling: deleted within six months of our last contact.
• Registration forms that don’t lead to counselling: deleted six months after you send them. If we do work together, your form is kept with your client record.
• Client records and session notes: kept for five years after our last session, then securely destroyed.
• Payment records: kept for six years, to meet tax requirements.
• Feedback you’ve said I can publish: taken down whenever you ask, and kept while it’s in use and for six years after it comes down, with a record of your permission.
• Private feedback: kept for six years, then deleted.

7. Keeping it safe

I keep notes brief and only record what’s needed. Paper records are kept in a locked cabinet, and digital records are kept in SyncDiary, a password-protected, secure online system. What you send through the forms on this website is kept there too, encrypted. Only I have access to your client records.

8. Cookies

This website doesn’t use cookies for analytics or advertising. It uses Cloudflare Web Analytics, which is cookie-free and records only anonymous page views.

The only third-party content is the Google map on my contact page. It loads when you scroll down to it, and Google may set cookies when it does. The map is run by Google under its own privacy policy.

9. Your rights

You have the right to:

• Ask for a copy of the information I hold about you
• Ask me to correct anything that’s wrong or incomplete
• Ask me to delete your information
• Ask me to limit how I use it, or object to how I use it
• Ask for your information to be transferred to you or someone else
• Withdraw your consent at any time, where I’m relying on it

There’s no charge, and I’ll reply within one month. Some rights have limits; for example, I may need to keep certain records for legal reasons, and I’ll explain if that applies. To make a request, email carey@therapycare.co.uk.

10. How to complain

If you’re unhappy with how I’ve used your information, please tell me first and I’ll do my best to put it right.

You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

11. Changes to this policy

I’ll update this policy if the way I use information changes. The date at the top shows when it was last updated.