Privacy

Privacy Policy

Effective Date: 20/06/2025
Service Provider: Wit and Wisdom Therapy

  1. Our Commitment to You

At Wit and Wisdom, we are committed to protecting your privacy and ensuring the safe and respectful handling of your personal information. This policy outlines how we collect, use, store, and protect your data in line with:

  • The General Data Protection Regulation (GDPR)
  • The UK Data Protection Act 2018
  • The National Counselling and Psychotherapy Society (NCPS) Code of Ethical Practice

We are committed to practicing with integrity, confidentiality, respect, and competence, as outlined in the NCPS ethical framework.

  1. Who We Are

Wit and Wisdom Psychotherapeutic Counselling Services
Goose Gate, Hockley Nottingham
Info@witandwisdomtherapy.co.uk
0777 427 5201

We are the Data Controller of your personal information, responsible for how your data is handled under GDPR. All counsellors working under Wit and Wisdom are professionally registered and work within the NCPS ethical guidelines.

  1. What Data We Collect and Why

Personal Data

We collect personal information necessary to provide safe, ethical counselling services. This may include:

  • Name, date of birth, contact details
  • Medical/mental health history
  • GP details (where appropriate)
  • Emergency contact information
  • Session dates, attendance records

Special Category Data

We may collect more sensitive data related to your mental health. This data is protected under GDPR and is only processed with your explicit consent or where necessary to protect your wellbeing.

Online Data

If you attend online sessions or use our website, we may collect technical data such as:

  • IP address
  • Browser/device type
  • Website usage (cookies – see separate Cookie Policy)

  1. Our Legal and Ethical Basis for Processing Your Data

We process your personal data under the following legal bases:

Legal Basis

Reason

Consent

For initial data collection and optional activities like marketing

Contract

To provide counselling services to you

Legal obligation

Where safeguarding, reporting, or record keeping is required by law

Vital interests

To protect life or prevent harm in emergencies

Legitimate interest

For professional supervision and quality assurance (anonymised)

We also operate under theNCPS Code of Ethical Practice, meaning:

  • We collect only what is necessary
  • We do not retain data unnecessarily
  • We seek to balance confidentiality with duty of care
  • We practice transparency in data handling

  1. How We Use Your Information

Your data is used to:

  • Provide and manage counselling sessions
  • Keep clinical notes in accordance with NCPS guidance
  • Contact you about appointments
  • Respond to emergencies or safeguarding concerns
  • Fulfil legal, ethical, or insurance requirements

Supervision is required by NCPS. In supervision, any case material shared is fully anonymised to protect your identity and enhance the quality of service.

  1. Confidentiality and Its Limits

We treat your information with strict confidentiality. However, we may need to share information if:

  • You pose a serious risk to yourself or others
  • There is a safeguarding concern involving a child or vulnerable adult
  • You disclose information about a serious crime (e.g., terrorism, drug trafficking)
  • We are legally compelled (e.g., by court order)

Where possible, we will discuss this with you before breaking confidentiality.

  1. Who We May Share Data With

We do not sell or share your personal data for marketing.

We may share limited data with:

  • Our professional supervisor (anonymised)
  • Emergency services (if there is serious risk)
  • GP or other healthcare professionals (only with consent, unless in emergency)
  • Legal authorities (if required by law)
  • Secure online platforms (for delivering sessions – GDPR-compliant)

All third-party services are required to be GDPR-compliant.

 

  1. How We Store and Protect Your Data

Your data is stored securely using a combination of:

  • Encrypted digital storage
  • Password-protected systems
  • Secure paper storage (if applicable)
  • GDPR-compliant online tools

Access is strictly limited to those who need it to perform their role.

We take all reasonable steps to protect your data from loss, misuse, or unauthorised access in line with both GDPR and the NCPS Ethical Framework for Data Security.

  1. Data Retention

In line with ethical and legal guidance:

  • Counselling records are stored for 7 years after the end of the therapeutic relationship
  • After this period, all data is securely destroyed
  • For clients under 18, records may be held until their 25th birthday

  1. Your Rights

You have rights under GDPR, including:

  • Access – to see what data we hold about you
  • Rectification – to correct inaccurate data
  • Erasure – to have your data deleted (unless retention is legally required)
  • Restriction – to limit how we process your data
  • Objection – to object to specific uses of your data
  • Data portability – to request your data in a portable format
  • Withdraw consent – at any time (for consent-based processing)

To exercise your rights, contact us at info@witandwisdomtherapy.co.uk

You also have the right to complain to the Information Commissioner's Office (ICO):
https://ico.org.uk |  0303 123 1113

 

  1. Online Counselling Services

We use secure, GDPR-compliant platforms for online sessions such as:

  • Zoom
  • Encrypted email and booking systems

Please ensure you have a private, safe space during sessions. We may provide a separate Online Therapy Agreement.

  1. Updates to This Policy

This Privacy Policy is reviewed annually or when regulations change. Updates will be published on our website or made available to clients in writing.

  1. Contact Us

If you have questions about this policy or your personal data:

Wit and Wisdom Counselling Services
Email: info@witandwisdomtherapy.co.uk
Phone: 07774275201
Registered Practitioner with NCPS