Privacy Policy

Last updated: 1 July 2026

At Kim Smith Therapy, I am committed to protecting your privacy and handling your personal information with care, respect and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025. 

This Privacy Policy explains what personal information I collect, why I collect it, how it is used, how it is stored, and your rights regarding your information. 

Who I Am

Kim Smith Therapy is the data controller responsible for the personal information you provide through this website and during the course of counselling. 

If you have any questions about this Privacy Policy or how your personal information is handled, please contact: 

Email:kimsmith.therapy@gmail.com

What Information I Collect

Depending on how you contact me and whether you become a client, I may collect: 

  • Your name 

  • Email address 

  • Telephone number 

  • Postal address (where appropriate) 

  • Date of birth 

  • Emergency contact details 

  • GP details (where relevant) 

  • Information about your physical or mental health 

  • Information you share during counselling sessions 

  • Brief counselling notes 

  • Appointment history and correspondence 

  • Payment records where applicable 

If you contact me through my website, I will also receive the information you choose to include in your enquiry. 

Special Category Data

As a counselling practitioner, I process information relating to your physical and mental health. Under UK data protection law, this is known as special category personal data and receives additional legal protection. 

This information is only collected where it is necessary to provide counselling safely and ethically and is processed confidentially. 

How I Use Your Information

Your personal information may be used to: 

  • Respond to your enquiry. 

  • Arrange and manage counselling appointments. 

  • Provide counselling services. 

  • Maintain confidential client records. 

  • Meet my professional, ethical and legal obligations. 

  • Safeguard you or another person where necessary. 

  • Keep accurate financial records where required by law. 

  • Improve the security and operation of my website. 

I only collect information that is relevant and necessary for these purposes. 

My Lawful Basis for Processing

The lawful basis for processing your personal information depends on the reason for processing. 

These may include: 

  • Taking steps at your request before entering into a counselling agreement. 

  • Performing our counselling agreement once therapy begins. 

  • Complying with legal obligations. 

  • My legitimate interests in running a safe and professional counselling practice, provided these do not override your rights and freedoms. 

Where I process information about your health or mental wellbeing (special category data), I do so because it is necessary for the provision of counselling and health-related support and in accordance with UK data protection law. 

Confidentiality

Confidentiality is an important part of counselling, and I will not normally share your personal information without your knowledge or consent. 

However, there are circumstances where confidentiality may need to be limited. These include where: 

  • there is a serious risk of harm to you or another person; 

  • there are safeguarding concerns involving a child or vulnerable adult; 

  • disclosure is required by law or court order; 

  • it is necessary for the prevention or detection of serious crime; or 

  • I am required to meet my professional or regulatory responsibilities. 

Where possible, I will discuss any necessary disclosure with you before information is shared. 

As part of maintaining safe professional standards, I also undertake regular clinical supervision. Information discussed in supervision is anonymised wherever possible, and supervisors are also bound by strict confidentiality requirements. 

Sharing Your Information

Your personal information will be treated as confidential and will not be sold or shared for marketing purposes. 

In some circumstances, it may be necessary to share information with trusted third parties. This may include: 

  • Clinical supervisors (using anonymised information wherever possible). 

  • Professional advisers such as accountants or insurers where legally required. 

  • Secure IT or website service providers who support the operation of my practice. 

  • Emergency services or safeguarding agencies where there is a serious risk of harm. 

  • Law enforcement or regulatory bodies where disclosure is required by law. 

Any third parties who process personal information on my behalf are required to keep it secure and only use it for the purposes for which it was shared. 

How Long I Keep Your Information

I only keep personal information for as long as necessary. 

Enquiries

If you contact me but do not proceed with counselling, I will normally keep your enquiry for up to 12 months before securely deleting it. 

Adult Clients

Counselling records are normally retained for 7 years after counselling ends before being securely destroyed, unless there is a legal reason to retain them for longer. 

Children and Young People

Where counselling is provided to a child or young person, records are normally retained until the client reaches the age of 25, or 26 if they were 17 when counselling ended, in line with recommended professional practice. 

Financial records will be retained for as long as required by HM Revenue & Customs and other legal obligations. 

How Your Information Is Stored

I take appropriate technical and organisational measures to protect your personal information from accidental loss, unauthorised access, misuse or disclosure. 

Information may be stored securely in electronic and, where necessary, paper form. 

Reasonable steps are taken to ensure that: 

  • electronic records are password protected; 

  • devices are kept secure; 

  • information is only accessible to those who need it; 

  • paper records, where used, are stored securely. 

Although every effort is made to keep your information secure, no method of electronic transmission or storage can be guaranteed to be completely secure. 

Website Cookies

My website may use cookies to help it function properly and to understand how visitors use the site. 

Cookies are small text files placed on your device when you visit a website. 

Where required by law, you will be given the opportunity to accept or reject non-essential cookies when you visit the website. 

You can also manage cookies through your browser settings. 

Your Rights

Under UK data protection law, you have the right to: 

  • request access to your personal information; 

  • request that inaccurate information is corrected; 

  • request that your information is erased in certain circumstances; 

  • request that processing is restricted in certain circumstances; 

  • object to certain types of processing; 

  • request a copy of information you have provided in a portable format where applicable; and 

  • withdraw your consent where processing is based on consent. 

Please note that some rights are subject to legal and professional obligations. For example, counselling records cannot always be deleted immediately where there is a lawful reason for retaining them. 

If you would like to exercise any of your rights, please contact me using the email address provided below. I will respond in accordance with UK data protection legislation. 

Data Protection Complaints

If you have any concerns about how I collect, use or store your personal information, I encourage you to contact me first so I can try to resolve the issue. 

You can raise a data protection complaint by emailing: 

kimsmith.therapy@gmail.com

Please include your name, contact details, and a clear description of your concern. 

I will: 

  • acknowledge your complaint within 30 days, and 

  • investigate and respond without undue delay. 

I aim to handle all concerns fairly, promptly and transparently. 

I aim to resolve all complaints within 30 days where possible. 

If you are not satisfied with my response, you have the right to raise your concern with the Information Commissioner’s Office (ICO). 

Complaints to the Information Commissioner’s Office (ICO)

If you believe your data protection rights have been breached, you can complain to the UK supervisory authority: 

Information Commissioner’s Office (ICO) Website: https://ico.org.uk/

Changes to This Privacy Policy

I may update this Privacy Policy from time to time to reflect changes in the law or in how I operate my practice. 

Any updates will be posted on this page, and the “Last updated” date will be amended accordingly. 

You are encouraged to review this Privacy Policy periodically to stay informed about how your information is protected. 

Contact Details

If you have any questions about this Privacy Policy or how your personal information is handled, you can contact me at: 

Email: kimsmith.therapy@gmail.com

Summary

I am committed to respecting your privacy, protecting your personal information, and being transparent about how it is used. 

If you have any concerns at all, please do not hesitate to get in touch.