Privacy notice
Door2Dore Counselling Privacy Notice
DOOR2DORE COUNSELLING
PRIVACY NOTICE
Last Updated: June 2026
1. WHO WE ARE
Door2Dore Counselling ("we", "us", "our") is a sole trader counselling practice and is the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact Details
Door2Dore Counselling
19 Hillingdon Road
Uxbridge
Middlesex
UB10 0AD
Telephone: 07734 088172
Email: angie@door2dorecounselling.co.uk
ICO Registration Number: ZB680235
BACP Membership Number: 00979183
2. THE PERSONAL DATA WE COLLECT
We may collect and process the following personal information:
Website Enquiries
· Name
· Email address
· Telephone number
· Information you provide within contact forms, emails or messages
Counselling Clients
· Name
· Address
· Date of birth
· Telephone number(s)
· Email address
· GP surgery details
· Emergency contact details where appropriate
· Assessment information
· Counselling records and session notes
· Correspondence relating to counselling services
Website Usage Information
When you visit our website, certain information may be collected automatically, including:
· IP address
· Browser type and version
· Device information
· Date and time of visits
· Pages viewed
· Website usage data collected through cookies and analytics tools
3. HOW WE USE YOUR PERSONAL DATA
We use your personal information to:
· Respond to enquiries submitted through our website, email or telephone
· Arrange and provide counselling services
· Maintain counselling records
· Manage appointments and communications
· Meet professional and ethical obligations
· Protect clients and others where safeguarding concerns arise
· Investigate complaints or disputes
· Improve our website and services
· Comply with requests for access to personal information
· Meet legal and regulatory requirements
4. OUR LAWFUL BASIS FOR PROCESSING
Under UK GDPR, we rely on the following lawful bases:
Website Enquiries
Legitimate Interests
We process personal information submitted through our website contact forms to respond to enquiries and determine whether our services may be suitable.
Prospective Clients
Pre-Contractual Steps
Processing is necessary to take steps at your request before entering into a counselling agreement.
Counselling Services
Contract
Processing is necessary for the performance of our counselling agreement with you.
Professional Practice Requirements
Legitimate Interests
Processing is necessary for maintaining professional records, obtaining clinical supervision, meeting insurance requirements and ensuring the safe and effective delivery of counselling services.
Safeguarding and Legal Requirements
Legal Obligation and Vital Interests
Where necessary, information may be processed or shared to protect you or another person from serious harm or to comply with legal obligations.
Special Category Data
As a counselling practice, we process special category personal data relating to health, wellbeing and personal circumstances. This processing is carried out in accordance with Article 9 UK GDPR and relevant provisions of the Data Protection Act 2018.
5. CONFIDENTIALITY AND SHARING INFORMATION
Counselling information is treated as confidential.
We will not share your personal information with third parties unless:
· You have provided consent
· We are legally required to do so
· There is a serious safeguarding concern involving risk of harm to yourself or others
· It is necessary to establish, exercise or defend legal claims
· Professional ethical obligations require consultation with a clinical supervisor
Where possible, any disclosure will be discussed with you beforehand.
6. CLINICAL SUPERVISION
As required by professional ethical standards, counselling work is discussed with a qualified clinical supervisor.
Clinical supervision helps ensure safe, ethical and effective practice and forms part of our professional obligations as members of the British Association for Counselling and Psychotherapy (BACP).
Where client work is discussed in supervision, information is anonymised wherever possible and shared only to the extent necessary for professional support and oversight.
Clinical supervisors are subject to professional confidentiality obligations and data protection requirements.
7. WEBSITE HOSTING AND THIRD-PARTY SERVICES
Our website is hosted and operated using Shopify.
As part of providing website services, Shopify may process personal information submitted through website forms and customer communications.
We may also use website analytics, security monitoring and website functionality providers where necessary for the operation and improvement of the website.
Further information regarding Shopify's privacy practices can be found on Shopify's website.
8. ONLINE COUNSELLING AND VIDEO SESSIONS
Where counselling sessions are conducted online, Door2Dore Counselling uses Zoom Video Communications, Inc. ("Zoom") to facilitate secure video appointments.
When participating in online counselling sessions, Zoom may process certain personal information including:
· Your name or chosen display name
· Email address where applicable
· Device and connection information
· Audio and video data during sessions
· Technical information necessary to provide the service
Online counselling sessions are not routinely recorded.
Should recording ever be considered necessary, your explicit written consent would be obtained beforehand.
Clients are encouraged to participate in sessions from a private and secure location to help maintain confidentiality.
Further information regarding Zoom's privacy practices can be found on Zoom's website.
9. INTERNATIONAL DATA TRANSFERS
Some service providers, including website and video conferencing providers, may process personal information outside the United Kingdom.
Where international transfers occur, appropriate safeguards will be used in accordance with UK GDPR requirements to ensure your personal information remains protected.
10. DATA SECURITY
We take appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration or destruction.
These measures include:
· Password-protected systems
· Encryption where appropriate
· Secure electronic storage
· Secure physical storage of paper records
· Restricted access to client information
· Secure destruction of records when no longer required
11. HOW LONG WE KEEP YOUR DATA
Enquiry information that does not result in counselling services will normally be retained only as long as necessary to manage the enquiry.
Client records are normally retained for seven years after counselling has ended in accordance with professional practice, insurance requirements and legal considerations.
Records will then be securely destroyed unless a longer retention period is required by law.
12. CHILDREN AND YOUNG PEOPLE UNDER 18
Door2Dore Counselling may provide counselling services to children and young people under the age of 18.
We are committed to protecting the privacy and wellbeing of children and young people and will process their personal information in accordance with UK GDPR, the Data Protection Act 2018, safeguarding legislation and professional ethical requirements.
Personal information collected may include:
· Name
· Date of birth
· Address
· Contact details
· School or educational information where relevant
· GP details
· Emergency contact information
· Assessment information
· Counselling records and session notes
Parental Responsibility
For children and young people under the age of 18, we will normally seek consent from a parent or person with parental responsibility before counselling begins unless there are exceptional circumstances and it is lawful and appropriate to proceed otherwise.
Where a young person is considered competent to make decisions about their own counselling and personal information, their confidentiality and privacy rights will be respected in accordance with professional guidance, safeguarding requirements and applicable law.
Parents or those with parental responsibility do not automatically have the right to access counselling records relating to a child or young person.
Requests for access will be considered on a case-by-case basis, taking into account:
· The age and maturity of the child or young person
· Their ability to understand and make decisions regarding their personal information
· Their wishes and best interests
· Legal and safeguarding obligations
Confidentiality
Information shared during counselling sessions will generally remain confidential.
However, confidentiality may be limited where:
· There is a concern about significant harm to the child or young person
· There is a risk of harm to another person
· Disclosure is required by law
· Safeguarding procedures require information to be shared with relevant agencies
Where appropriate and safe to do so, disclosures will be discussed beforehand.
13. SAFEGUARDING
Protecting the welfare of children, young people and vulnerable adults is a fundamental part of our work.
Where concerns arise regarding safety, welfare or risk of serious harm, information may be shared with appropriate safeguarding authorities, healthcare professionals, educational settings, emergency services or other relevant agencies in accordance with legal and professional obligations.
14. YOUR RIGHTS
Under UK GDPR you have the right to:
· Access your personal information
· Request correction of inaccurate information
· Request erasure of information in certain circumstances
· Request restriction of processing
· Object to processing based on legitimate interests
· Request transfer of your information to another provider where applicable
· Withdraw consent where consent is relied upon
· Lodge a complaint with the Information Commissioner's Office (ICO)
15. COOKIES
Our website may use cookies and similar technologies to improve website functionality, security and user experience.
Where required by law, we will obtain your consent before placing non-essential cookies on your device.
Further information can be found in our Cookie Policy.
16. COMPLAINTS
If you have concerns about how we use your personal information, please contact us in the first instance using the details above.
You also have the right to complain to the Information Commissioner's Office.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk
17. DATA BREACHES
Where required by law, personal data breaches will be reported to the Information Commissioner's Office and affected individuals in accordance with UK GDPR requirements.
18. CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time to reflect changes in legal requirements, professional obligations or our services.
The latest version will always be available on our website.
For maximum ICO compliance, I would also recommend publishing a separate Cookie Policy, Website Terms & Conditions, and a brief Counselling Agreement/Client Contract, as these are typically reviewed alongside the Privacy Notice when assessing a counselling practice's data protection arrangements.