Privacy Notice

TALK with Katie – Privacy Notice

(This Privacy Notice applies to all clients, including adults, children & young people)

1. Data Controller

I, Katie Haran, am the data controller for Talk with Katie. This means I am responsible for deciding how personal information is collected, used, stored, and protected. I am committed to handling all personal data in a safe, respectful, and transparent way.

ICO Registration Reference: ZC041890

This Privacy Notice is informed by the BACP Ethical Framework for the Counselling Professions.

2. What Information I Collect

I collect and store only the information necessary to provide safe and professional counselling. This may include:

Name, address, and contact details
GP details, relevant medical information, and emergency contacts
Brief assessment information and session notes
Safeguarding-related information where applicable

Session notes are brief, factual, and limited to information relevant to safe and effective practice.
For children and young people, safeguarding records may be stored separately from general counselling notes.

3. How Information Is Collected

Information is collected directly from you (or from a parent or carer where appropriate) when you:

Make contact via email, phone, text, or online enquiry forms
Complete a Client Intake Form
Complete a counselling agreement
Attend counselling sessions

4. Lawful Basis for Processing Data

Under UK GDPR, the lawful bases relied upon include:

Contract – to provide counselling services and manage our working agreement
Legal obligation – particularly in relation to safeguarding and professional responsibilities
Vital interests – to protect life or prevent serious harm
Legitimate interests – for professional supervision and safe business operation, using anonymised information

For young people aged 16–17, consent may be relied upon where the young person is assessed as having sufficient understanding (Gillick competence). Parental consent may also be sought where appropriate. Parental consent from all parents with Parental Responsibility is required for counselling to take place.

5. How Personal Information Is Used

Personal data is used to:

Arrange and manage counselling sessions
Provide counselling safely and professionally
Maintain records in line with ethical and professional standards
Liaise with a GP, next of kin, school, or relevant services where there is a serious risk of harm

6. Confidentiality and Supervision

Counselling sessions are confidential. The limits of confidentiality are explained at the start of counselling and revisited as needed.

Confidentiality may be broken only where:

There is a serious risk of harm to you or others
There are safeguarding concerns, including abuse or neglect
I am legally required to share information

Safeguarding responsibilities always take precedence over confidentiality.

I engage in professional supervision as an ethical requirement. Any case material shared is anonymised, and supervisors are bound by the same confidentiality obligations.

For young people, confidentiality is respected wherever possible. Parents and carers do not have an automatic right to access counselling content or session notes. Any request for information is considered carefully, taking into account the young person’s wishes, understanding, best interests, safeguarding considerations, and data protection legislation.

7. Communication

I may communicate with clients (including parents/carers of clients who are under the age of 18) directly regarding appointments or practical arrangements. Communication will be:

Professional and appropriate
Limited to agreed methods (such as email or text)
Managed in a way that respects privacy and confidentiality

8. Data Storage and Security

Client information may be collected via secure third-party form services (e.g., JotForm) and stored securely for business purposes only, in line with GDPR regulations.

Personal information and client records are stored securely and separately where appropriate. Electronic data is held on password-protected devices and secure, encrypted systems. Paper records are stored securely.

Only I have access to client records.

In the event of a personal data breach, I am legally required to notify affected individuals and the Information Commissioner’s Office (ICO) within 72 hours where required.

9. How Long Data Is Kept

Client records are retained only for as long as necessary for legal, ethical, and insurance purposes.

Adult client records are typically kept for 7 years after the final session
Records relating to children and young people may be retained until the individual reaches adulthood, plus the required retention period

After this time, records are securely destroyed.

10. Sharing Information

Personal information will not be shared without consent unless:

There is a serious concern for safety
Disclosure is required by law or court order
Information is shared for professional supervision (anonymised)
It is required in the event of activating my professional Will

11. Your Rights Under UK GDPR

You have the right to:

Access the personal data I hold about you
Request correction of inaccurate information
Request erasure of data where applicable
Object to or restrict processing in certain circumstances
Request data portability
Make a complaint to the Information Commissioner’s Office (ICO)

For children and young people, requests are considered in line with their understanding, capacity, and best interests. Any information provided will be explained in an age-appropriate way. Parents and guardians do NOT have an automatic right to access their young person’s records, or receive information on the content of sessions.

Further information is available at www.ico.org.uk.

12. Related Policies

This Privacy Notice should be read alongside, where relevant:

The Shared Agreement
The Safeguarding Policy
The Parent Information Sheet (for Young People)

13. Changes to This Privacy Notice

This Privacy Notice is reviewed regularly and updated to reflect changes in legislation or best practice. The most up-to-date version will always be available on my website or upon request.