Privacy Policy

Data controller and protection officer:

Name:  Sarah Butterwick

Tel:      07795 465 053



I collect and process personal data relating to the clients I see. If the client is under 18, I also collect the details of parents or carers. This personal data assists management of my schedule and complies with the British Association of Counselling and Psychotherapy (BACP) guidelines for keeping client records and the General Data Protection Regulations (GDPR) 2018. I am committed to being transparent about how I collect and use data in order to meet my data protection obligations.

The type of information I collect includes:

· Name, address and contact details, including email addresses and telephone numbers, date of birth and gender 

· Information on the reason for seeking therapeutic coaching 

· Information about nationality 

· Information about medication, medical or health conditions, including whether there is a disability for 
which I need to make

   a reasonable adjustment 

· Relevant details about the date and times of sessions 

· A brief outline of the content of sessions 

I may collect this information in a variety of ways. For example, data might be collected through:

· Initial assessment forms completed by the client 

· Referral forms received from a parent, agency or school (dependent on circumstances of referral) 

· Through meetings, phone calls or interviews 

I may also collect information from third parties, such as:

· Information from a school, agency, social worker or other supportive agency 

· Medical information from your GP with explicit consent 

Why do I process personal data?

As a therapeutic Psychotherapist/Coach I need to manage my relationship with you. This involves making appointments and rearranging appointments. 

Special categories of personal data

Special categories of personal data, such as health or medical conditions, are processed to ensure adherence to my obligations under Health and Safety legislation, Safeguarding guidelines and Child Protection Laws. They also help to maintain the high quality of support delivered to you.


Your information and/or that of your child (if I am working with your child) will not be shared unless I am required by law to do so under Safeguarding and or Child Protection Laws. For instance, if you or your child is in imminent risk of substantial harm to self or others/ or under legal requirements such as the possibility of terrorism, drug money- laundering or via a court order for disclosure.

Protection and access of data

I take the protection of client data seriously and have controls in place to safeguard your data from loss, accidentally been destroyed, misused or disclosed.

Should I require a third party to process data on my behalf, such as for sudden long-term illness, it would be as part of a contractual arrangement, where all data is subject to pre-agreed confidentiality arrangements.

I have the following control systems in place:

· Lockable files for paper records, only accessible by myself 

· Password access to any electronic files such as e-mail addresses and communications 

Retention of data

I will hold your personal data for the entirety of your counselling sessions. All notes are kept in accordance to the BACP regulations & further information will given at your initial session.

After the set retention period, all paper documents I hold on you are securely shredded, and electronic details and communications deleted and removed from ‘Trash’.

Your rights as a data subject (meaning I hold data about you or your child). You can:

· Access and obtain a copy of your data on request 

· Require me to change incorrect or incomplete data 

· Require me to delete or stop processing your data, for example where the data is no longer necessary for 
the purposes of processing 

· Object to the processing of your data where I'm relying solely on its legitimate interests as the legal ground 
for processing. 

If you wish to exercise any of the above rights, please contact me via e-mail at:

If you have a concern about the way I am collecting or using your personal data, I request you raise your concern with me directly in the first instance as changes can easily be made. 

Alternatively, if after contacting me, you are still concerned, you can contact the information Commissioner's office at 

Your obligations

You have some obligations when you or your child attends therapeutic coaching with me. You must provide me with requested data under the implied duty of good faith. 

If you wish to remove your agreement of my use of your data at any point, please let me know by phone on this number: 07795 465 053 Or by email:

About cookies

 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

We use cookies for the following purposes:

(a)    authentication - we use cookies to identify you when you visit our website and as you navigate our website cookies used for this purpose are: PHPSESSID

 (b)   analysis - we use cookies [to help us to analyse the use and performance of our website and services cookies used for this purpose are: PHPSESSID and

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at:

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a) (Chrome);

(b) (Firefox);

(c) (Opera);

(d) (Internet Explorer);

(e) (Safari); and

(f) (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you will not be able to use all the features on our website.

This part of this document was created using a template from SEQ Legal (



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