Privacy Notice for Damla Pality

This Privacy Notice was last reviewed in April 2026.

Privacy Policy for Private Counselling Practice (Face-to-Face & Online)

1. Introduction

This privacy policy explains how I collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. As a member of the National Counselling and Psychotherapy Society (NCPS), I am committed to maintaining confidentiality and safeguarding your personal information.

I’m registered with the information Commissioners Office (ICO) under the security number: CSN7868019

2. Data Controller

I am the data controller for your personal information and responsible for how your data is processed and stored.

3. Information I Collect

I may collect the following types of information:

  • Personal details (name, address, date of birth, phone number, email)

  • Emergency contact details

  • GP and relevant healthcare information (with your consent)

  • Assessment information and session notes

  • Information you share during counselling sessions

  • Appointment and payment records

  • Technical data for online sessions

4. Lawful Basis for Processing

Your data is processed under the following lawful bases:

  • Contract – to provide counselling services

  • Legitimate interests – to maintain records and ensure safe, ethical practice

  • Legal obligation – where required by law

5. How Your Information Is Used

Your personal data is used to:

  • Provide counselling services safely and effectively

  • Communicate with you regarding appointments and sessions

  • Maintain accurate clinical records

  • Meet legal, ethical, and insurance requirements

6. Confidentiality

All information shared in counselling sessions is treated as confidential. Confidentiality may be broken where:

  • There are safeguarding concerns involving children or vulnerable adults

  • In order to safeguard you and the people around you, if you were to disclose that you were going to carry out harm to yourself or someone else, then under my “Duty of Care” I am obligated by law to inform the relevant authorities. This is to support you to live well, and I would always aim to discuss this with you prior to contacting anyone.

  • If I was issued with a police warrant or required by a court of law for your information, then I would also have to provide them with your information.

Where possible, this will be discussed with you beforehand.

7. Face-to-Face Sessions

For in-person sessions:

  • Paper records are stored securely in locked cabinets

  • Any identifying information is kept separate from session notes where possible

8. Online Sessions

For online therapy:

  • Sessions are conducted via secure platforms (e.g. Google Meet)

  • I take reasonable steps to ensure the platform is compliant with privacy standards; however, no online service can be guaranteed 100% secure

  • You are responsible for ensuring you attend sessions in a private space where you cannot be seen and overheard

  • Text messages – My work phone is secured with a pin code.

  • Emails – My email account requires a username and password.

9. Data Storage and Security

  • Digital records are stored on password-protected and/or encrypted devices

  • Paper records are kept in locked storage

  • Access to your data is restricted to me as your therapist

  • Appropriate measures are in place to prevent unauthorised access, loss, or misuse

10. Data Retention

Your records are retained for 7 years after the end of therapy (or longer where required for legal, insurance, or safeguarding reasons). After this period, they will be securely destroyed.

11. Sharing Your Information

Your personal data will not be shared without your consent, except:

  • Where required by law

  • For safeguarding purposes

  • During professional supervision (where identifying details are anonymised)

13. Contact Details

If you have any questions about this privacy policy or your data, please contact:

Damla Palit
07858 698 294
therapy.damlapalit@gmail.com

14. Updates to This Policy

This policy may be updated periodically. The most recent version will always be available upon request.