Privacy Notice
Last updated: 15 October 2026
This notice explains how I handle personal information when you enquire about or receive counselling with me. I aim to be clear about what I collect, why I need it and your choices.
Who is responsible for your information?
I am Suzanne Wood-Simmons, an independent counsellor and psychotherapist and the data controller for my practice. My ICO registration number is ZA531150.
For privacy enquiries, email Suzanne.wood-simmons@protonmail.com or telephone 07827 467058.
What information do I collect?
If you contact me, I may receive your name, contact details and anything you choose to tell me about your enquiry. If you become a client, I may also hold information needed to arrange counselling, manage payments and appointments, and maintain relevant session notes. Counselling information may include sensitive information about your health and personal circumstances.
Why do I use it?
I use information to respond to enquiries, decide with you whether counselling is appropriate, arrange and provide sessions, maintain professional records, administer the practice, and meet relevant legal or professional responsibilities. For ordinary personal information, this may involve steps towards or performance of our counselling agreement, legal obligations and legitimate interests in running a safe practice. Where I process special-category information, such as health information, I also need a separate condition under data protection law; this depends on the particular purpose and circumstances. I can explain the applicable basis for your information on request.
Where is information kept?
I use Kiku to manage client information, appointments and counselling session notes. Initial messages may also be held in Proton Mail, WhatsApp or telephone records, depending on how you contact me. These services handle information under their own technical arrangements. Please avoid sending highly sensitive information in an initial message unless necessary.
Confidentiality and sharing
I treat counselling information confidentially. There may be circumstances where I need to disclose information, for example where the law requires it or where there is a serious safeguarding concern. I will explain confidentiality and its limits before counselling begins. Service providers that support my practice may process information on my behalf where necessary.
How long is information kept?
When counselling ends, I archive the client record in Kiku. My practice retention period is seven years after the final session. At the end of that period, records will be reviewed and securely deleted unless there is a lawful reason to keep them longer. Enquiries that do not lead to counselling and administrative or financial records may have different appropriate retention periods.
Your rights
Under UK data protection law, you may have rights to access your personal information, correct inaccuracies, request deletion or restriction, object to certain uses and, in some cases, request transfer of your information. These rights are not absolute and depend on the circumstances. You can contact me to make a request.
If you have a concern about how your information is handled, please contact me first if you feel comfortable doing so. You can also complain to the Information Commissioner's Office (ICO).
Changes to this notice
I may update this notice when my practices or legal requirements change. The current version will be available on this website.