Privacy Policy

Helen Ward Therapy
Trading name of ResolvedRM Ltd

Effective Date: 30/05/26
Review Date: 30/05/27 - Annually or sooner if legislation changes.

1. Introduction

Helen Ward Therapy is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

As a counselling and psychotherapy practice, I understand that clients entrust me with highly sensitive personal information. I take this responsibility seriously and comply with the requirements of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the BACP Ethical Framework for the Counselling Professions.

This Privacy Policy explains:

what information I collect
why I collect it
how it is used
how it is protected
your legal rights.

2. Data Controller

Helen Ward Therapy is the Data Controller responsible for processing your personal information.

Trading Name: Helen Ward Therapy

Legal Entity: ResolvedRM Ltd

Email: connect@helenwardtherapy.com

Website: www.helenwardtherapy.com

3. The Information I Collect

Depending upon the services you use, I may collect:

Personal Information

Name
Address
Telephone number
Email address
Date of birth
Emergency contact details
GP details (where appropriate)

Special Category Data

As a therapist I also process information relating to:

Physical health
Mental health
Emotional wellbeing
Medical history
Medication
Trauma history
Family relationships
Personal history
Therapy goals
Clinical assessments
Session notes
Risk assessments

This information is classified as Special Category Data under UK GDPR.

4. Why I Collect Your Information

Your information is collected to:

provide counselling and psychotherapy
assess suitability for therapy
continuous assessment of progress
maintain accurate clinical records
manage appointments
communicate with you
manage safeguarding concerns
fulfil professional and legal obligations
protect both client and therapist
comply with BACP ethical standards.

5. Lawful Basis for Processing

Under UK GDPR I rely upon the following lawful bases:

Article 6

Processing is necessary for:

performance of a contract
compliance with legal obligations
legitimate interests in providing safe and effective therapy.

Article 9

Special Category Data is processed because:

it is necessary for the provision of health and therapeutic care
it is necessary for safeguarding where applicable
it is necessary for establishing, exercising or defending legal claims.

Where consent is requested for specific activities (for example contacting another healthcare professional), this consent may be withdrawn at any time.

6. How Your Information Is Used

Your information may be used to:

deliver therapy
arrange appointments
complete assessments
before and after care
maintain confidential clinical records
undertake professional supervision
respond to safeguarding concerns
meet insurance requirements
comply with legal obligations.

Information is only used for purposes directly connected with your therapy unless required by law.

7. Confidentiality

Everything discussed within therapy is treated as confidential.

Confidentiality may be broken only where:

there is serious concern regarding your safety
another person may be at serious risk
safeguarding legislation requires disclosure
a court orders disclosure
there is a legal obligation to report certain information.

Where possible, confidentiality will be discussed with you before any disclosure unless doing so would increase risk or is prohibited by law.

8. Clinical Supervision

As required by the BACP Ethical Framework, I attend regular professional supervision.

During supervision:

identifying information is kept to a minimum
supervisors are professionally bound by confidentiality
discussions focus on ensuring safe and ethical practice.

9. How Your Information Is Stored

Information is stored securely using appropriate technical and organisational measures.

These include:

password-protected devices
encrypted storage where available
secure cloud systems where appropriate
antivirus protection
multi-factor authentication where possible
secure disposal of confidential records.

Paper records, if held, are stored securely and accessible only by Helen Ward.

10. Who Your Information May Be Shared With

Your information is not sold or shared for marketing purposes.

Information may be shared only where appropriate with:

your GP (with your agreement unless there is a safeguarding or legal obligation)
other healthcare professionals
safeguarding agencies
emergency services
professional supervisor
legal authorities where required by law.

Only the minimum necessary information will be disclosed.

11. International Transfers

Client information is normally stored within the United Kingdom or countries recognised as providing adequate data protection.

Where service providers process information outside the UK, appropriate safeguards will be in place in accordance with UK GDPR.

12. How Long Information Is Kept

Clinical records are retained for seven years after therapy ends, unless a longer retention period is required by law or professional guidance.

After this period records are securely destroyed.

Financial records are retained in accordance with HMRC requirements.

13. Your Rights

Under UK GDPR you have the right to:

be informed
access your personal data
request correction of inaccurate information
request restriction of processing where applicable
object to certain processing
request erasure where legally applicable
request data portability where appropriate
complain to the Information Commissioner's Office (ICO).

Some rights may be limited where clinical records are concerned or where legal obligations require retention.

14. Access Requests

You may request a copy of the personal information held about you.

Requests should be made in writing to;

Helen Ward at the email address connect@helenwardtherapy.com

A response will normally be provided within one month unless legislation permits an extension.

Proof of identity may be requested before information is released.

15. Data Security

Reasonable technical and organisational measures are used to protect information from:

unauthorised access
accidental loss
misuse
alteration
destruction
disclosure.

If a significant data breach occurs that is likely to affect your rights or freedoms, it will be managed in accordance with UK GDPR requirements and reported where legally required.

Clients also have a responsibility to protect their own privacy and confidentiality and the integrity of information exchange. This includes but is not limited to ensuring they use secure devices and internet connections, keep login details and communications private, and choose a confidential environment for telephone or online therapy sessions where they cannot be overheard or interrupted.

16. Website Information

If you visit the Helen Ward Therapy website, limited technical information such as IP address, browser type and website usage may be collected automatically through cookies or analytics software.

For further information, please refer to the Website Cookie Policy.

17. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, professional guidance or business practices.

The latest version will always be available upon request and on the practice website where applicable.

18. Contact

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

Helen Ward Therapy
Trading name of ResolvedRM Ltd

Email: connect@helenwardtherapy.com

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO) using ICO reference ZC204139

Document Control

Document Owner: Helen Ward Therapy

Version: 1.0

Approved By: Helen Ward

Effective Date: 30/05/26

Review Frequency: Annual