At Toni Denton Counselling & Coaching, your privacy, confidentiality and trust are extremely important. This notice explains how I collect, use, store and protect your personal information when you enquire about or receive counselling or coaching services.

This notice applies to all counselling, coaching, consultations and related services provided by Toni Denton Counselling & Coaching.

Who is responsible for your information?

Data Controller

Toni Denton
Toni Denton Counselling & Coaching

Website:
www.tonidentoncounselling.co.uk

Email:
toni@counselling-coaching.com

As the Data Controller, I am responsible for ensuring your personal information is processed lawfully, fairly and securely.

What information do I collect?

Before counselling or coaching begins, I may collect:

• Name
• Date of birth
• Address
• Email address
• Telephone number
• GP details (where appropriate)
• Emergency contact details
• Relevant medical information you choose to share
• Accessibility requirements
• Your reasons for seeking support
• Risk information where relevant

During our work together I may also record:

• Appointment dates
• Attendance
• Brief clinical or coaching notes
• Risk assessments where appropriate
• Outcome measures (if used)
• Copies of correspondence
• Invoices and payment records

I only collect information that is relevant to providing safe and effective support.

Special Category Data

Counselling often involves discussing health, mental health, neurodivergence, relationships and other sensitive topics.

Under UK GDPR this is known as Special Category Data.

I process this information because it is necessary to provide counselling or coaching safely and professionally and to fulfil my professional obligations.

Why do I collect your information?

Your information helps me to:

• Assess whether my service is suitable.
• Provide safe counselling or coaching.
• Contact you about appointments.
• Maintain accurate records.
• Meet professional and legal obligations.
• Manage safeguarding concerns where necessary.
• Respond to complaints or legal requests.
• Process payments and maintain financial records.

I never collect more information than is reasonably necessary.

My lawful basis for processing

Under UK GDPR I process your information using one or more of the following lawful bases:

• Performance of a contract.
• Legitimate interests.
• Compliance with legal obligations.

Special Category Data is processed under Article 9 UK GDPR because it is necessary for the provision of health-related support and the establishment, exercise or defence of legal claims where applicable.

Confidentiality

Everything discussed within counselling or coaching is treated as confidential.

However, confidentiality is not absolute.

There are occasions where I may need to share information without your consent, including:

• if there is a serious risk of harm to yourself;
• if there is a serious risk of harm to another person;
• safeguarding concerns involving a child or vulnerable adult;
• prevention or detection of serious crime;
• where required by a Court Order or other legal obligation.

Wherever possible, I will discuss this with you first.

Clinical Supervision

As required by the British Association for Counselling and Psychotherapy (BACP), I regularly attend professional supervision.

Supervision helps ensure I provide safe, ethical and effective counselling.

Client work may be discussed anonymously.

Your full name or identifying details are not shared unless there is a safeguarding or legal requirement to do so.

Supervisors are bound by the same confidentiality and data protection requirements.

How your records are stored

Client records are stored securely using appropriate technical and organisational safeguards.

Depending on the service used, records may include:

• secure electronic records;
• encrypted practice management software;
• password-protected devices;
• secure email systems.

Reasonable steps are taken to prevent unauthorised access, disclosure or loss.

AI and technology

I use artificial intelligence (AI) only for limited administrative and creative purposes.

I do not upload confidential counselling or coaching conversations, client notes, identifying personal information or session recordings to AI systems.

Further information can be found in my How AI Supports My Practice statement.

Online counselling

If sessions are held online, I use secure video platforms wherever possible.

While every effort is made to protect confidentiality, no internet-based service can ever be guaranteed to be completely secure.

Clients are encouraged to:

• use a private space;
• wear headphones where possible;
• ensure their own device is secure.

Email and text messages

Email and text messages are primarily used for:

• appointment confirmations;
• scheduling;
• administrative communication.

Please avoid sending highly sensitive information via email unless necessary.

Emergency contact details

You will normally be asked to provide an emergency contact.

This information will only be used if there is a serious concern about your immediate safety or welfare. Wherever possible, I will discuss this with you first.

Sharing information

Your personal information is never sold.

Information will only be shared where:

• you have given consent;
• it is necessary for safeguarding;
• required by law;
• required by insurers or regulators;
• necessary to protect life.

How long are records kept?

Client records are retained in accordance with professional guidance, insurance requirements and legal obligations.

At the end of the retention period, records are securely deleted or destroyed.

Your rights

Under UK GDPR you have the right to:

• access your personal information;
• request correction of inaccurate information;
• request erasure where appropriate;
• restrict processing in certain circumstances;
• object to certain processing;
• request a portable copy of your information where applicable;
• withdraw consent where processing relies upon consent.

Some rights may be limited where professional or legal obligations apply.

Complaints

If you have concerns about how your information has been handled, please contact me first so I can try to resolve the issue.

If you remain dissatisfied, you may contact:

Information Commissioner's Office (ICO)

Website:
https://ico.org.uk

Telephone:
0303 123 1113

Changes to this notice

This notice may be updated from time to time to reflect changes in legislation, professional guidance or the way my practice operates.

The most recent version will always be available on my website.

Questions

If you have any questions about this notice or how your personal information is handled, please get in touch before your first appointment.

I believe that understanding how your information is protected is an important part of creating a safe, trusting and transparent therapeutic relationship.