Privacy Notice

Updated: 06/10/26

At Emma Bond Counselling, it is recognised that beginning counselling is a personal decision that involves sharing sensitive and confidential information. Protecting clients’ privacy and handling personal information securely is an important part of the practice.

This Privacy Notice explains what information is collected, why it is collected, how it is stored, when it may be shared, and clients’ rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Emma Bond
Email: emmabondcounselling@gmail.com
Website: www.emmabondcounselling.co.uk
ICO Registration Number: ZC261798

Emma Bond is an NCPS Accredited Registrant and works in accordance with the NCPS Code of Ethical Practice.

1. Information Collected

To provide counselling safely and professionally, Emma Bond Counselling collects information relevant to the counselling relationship.

Personal information

This may include:

  • Name

  • Address

  • Date of birth

  • Telephone number

  • Email address

  • Emergency contact details

  • GP details, where appropriate

  • Appointment, attendance and payment records

  • Correspondence with Emma Bond Counselling

Special Category Data

As counselling may involve discussing health, wellbeing and personal experiences, information may also be recorded relating to:

  • Mental and emotional health

  • Relevant physical health

  • Family and relationship history

  • Significant life experiences

  • Trauma history

  • Medication

  • Risk assessments

  • Other information shared during counselling

Some of this information is classed as Special Category Data under UK GDPR and receives additional legal protection.

2. Why Information Is Collected

Personal information is collected only where necessary for the safe, ethical and effective provision of counselling.

It may be used to:

  • arrange and manage appointments;

  • communicate about counselling sessions;

  • maintain confidential counselling records;

  • support the therapeutic work;

  • respond to concerns about safety or wellbeing;

  • fulfil safeguarding responsibilities where necessary;

  • meet legal, insurance and professional requirements; and

  • comply with HMRC accounting obligations.

Only information that is relevant to the provision and administration of counselling is collected.

3. Confidentiality and Sharing Information

Everything discussed in counselling is treated as confidential.

Personal information will only be shared where:

  • the client has given consent;

  • there is a serious concern about the client's safety or the safety of another person;

  • safeguarding concerns arise involving a child or vulnerable adult;

  • disclosure is required by law or court order; or

  • disclosure is necessary to help prevent or detect serious crime.

Wherever possible and appropriate, this will be discussed with you first, unless doing so could increase the risk of harm or prevent legal or safeguarding responsibilities from being carried out.

As part of safe and ethical practice, Emma Bond attends regular clinical supervision. Aspects of client work may be discussed during supervision, but identifying information is not routinely shared and clients are referred to in a way that protects their identity.

Personal information is never sold or rented to third parties.

Neither counsellor or client will record counselling session without prior agreement.

4. Emergency Contact

Before counselling begins, clients are asked to provide details of an emergency contact.

This person would only be contacted where there is an immediate concern for the client's safety and the client cannot be contacted directly, or where contacting them is considered necessary in an emergency.

Clients are asked to ensure that their emergency contact is aware that their details have been provided to Emma Bond Counselling.

5. Clinical Will

Emma Bond Counselling has a Clinical Will in place as part of responsible private practice.

In the unlikely event of Emma Bond's death or permanent incapacity, a nominated qualified counsellor may access limited client contact information solely for the purpose of informing clients of the situation and explaining the options available to them.

The nominated counsellor is bound by professional and legal duties of confidentiality and data protection. Once these responsibilities have been completed, any information accessed will be handled and securely deleted in accordance with applicable data protection requirements.

6. Online Counselling and Electronic Communication

·        Online counselling sessions are provided via Microsoft Teams, with telephone counselling also available.

·        Clients are sent a meeting link before their appointment. This link is intended for the individual client's use and should not be shared with anyone else.

·        Clients are asked to attend online sessions from a private space and to use a secure internet connection wherever possible.

·        Email, telephone and text messages are primarily used for administrative purposes, such as arranging or changing appointments and dealing with payment queries.

·        Appropriate steps are taken to protect electronic communications; however, no method of electronic communication can be guaranteed to be completely secure. Clients are therefore encouraged to avoid sharing sensitive personal or therapeutic information by email or text wherever possible.

7. How Information Is Stored and Retained

Personal information is stored securely and protected against unauthorised access, loss or misuse.

  • Clinical records are retained for seven years after counselling ends, then securely destroyed unless longer retention is legally or professionally required.

  • Financial records are retained in line with HMRC requirements.

  • Contact information is stored securely and deleted when no longer required, unless there is a legal or professional reason to retain it.

Relevant financial information may be shared with HMRC where legally required.

8. Third-Party Service Providers

Emma Bond Counselling uses trusted third-party service providers to support the operation of the practice. Depending on how clients interact with the practice, these providers may process limited personal information.

These may include:

  • Kiku – practice management, client administration, forms and agreements

  • Microsoft Teams – online counselling sessions

  • Google Gmail – email communication

  • Virgin Media O2 – mobile telephone services

  • Squarespace – website hosting and website functionality

  • ClinicalWill.app – Clinical Will arrangements

  • Google Analytics – website usage and analytics

  • Facebook and Instagram – professional social media pages

Each provider operates under its own privacy and data protection arrangements. Only information necessary for the relevant service is shared or processed.

9. Your Data Protection Rights

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

  • be informed about how their personal information is used;

  • request access to personal information held about them;

  • request correction of inaccurate or incomplete information;

  • request erasure of information where legally applicable;

  • request restriction of processing in certain circumstances;

  • object to certain types of processing;

  • request a copy of information in a portable format where applicable; and

  • withdraw consent where consent is relied upon as the lawful basis for processing.

Requests can be made to emmabondcounselling@gmail.com and will normally be responded to within one calendar month.

Some information may need to be retained for legal, insurance or professional reasons.

10. Cookies and Website Analytics

The Emma Bond Counselling website uses essential cookies that are necessary for the website to function. With your permission, non-essential cookies may also be used to help understand how visitors use the website.

Google Analytics is used to collect information about website use, such as which pages are visited, how visitors arrive at the website and how visitors interact with its content. This information helps Emma Bond Counselling understand and improve the website.

Google Analytics has been configured to limit the information collected. Automatic measurement of interactions with website forms has been disabled. Visitors are also asked not to include unnecessary sensitive or confidential information when using website contact forms.

Non-essential cookies are restricted unless the appropriate consent has been given. When you visit the website, you can choose to accept all cookies, decline non-essential cookies, or manage your cookie preferences. Your preferences can also be changed later using the Cookie Preferences option on the website.

Further information about the cookies used by the website is available through the website's cookie settings.

11. Concerns, Complaints and Data Breaches

Anyone with questions or concerns about how their personal information has been handled is encouraged to contact Emma Bond Counselling so that the matter can be considered and, where possible, resolved.

Individuals also have the right to raise concerns with the Information Commissioner's Office (ICO).

Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

If a personal data breach occurs, Emma Bond Counselling will take appropriate action in accordance with UK data protection law. This includes notifying the ICO where legally required and informing affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms.

12. Changes to This Privacy Notice

This Privacy Notice may be updated periodically to reflect changes in legislation, professional guidance, technology or the operation of Emma Bond Counselling.

The most recent version will be made available on the Emma Bond Counselling website.

13. Contact

For questions about this Privacy Notice, personal information or data protection rights, please contact:

Emma Bond Counselling
Data Controller: Emma Bond
Email: emmabondcounselling@gmail.com
Website: www.emmabondcounselling.co.uk
ICO Registration Number: ZC261798