Privacy Policy

Resonance Counselling is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what information I collect, how I use it, and your rights under data protection law.

The data controller responsible for your personal information is:

Maria Hartshorn
Resonance Counselling & Psychotherapy Ltd
Email: maria@resonancecounselling.co.uk
Phone:07862254817

I am registered with the Information Commissioner’s Office (ICO).

To provide counselling services, I collect and process the following personal data:

• Contact information: name, address, phone number, email.
   
• Personal details: date of birth, GP details, emergency contact.
   
• Sensitive data: health and wellbeing information you share in therapy.
   
• Administrative data: payment records, appointment history, correspondence.

Under UK GDPR, I process your information on the following lawful bases:

• Contract: to provide counselling and psychotherapy services you request.
   
• Legal obligation: to keep appropriate records in line with professional, legal, and ethical standards.
   
• Vital interests: where disclosure is necessary to protect you or others from serious harm.
   
• Consent: where you have given explicit permission (e.g., for communication preferences).

Your information is used to:

• Deliver safe and effective counselling services.
   
• Maintain professional records as required by my professional body and insurer.
   
• Communicate with you about appointments, payments, or changes to services.
   
• Respond to emergencies or safeguarding concerns where required.
   

I will never sell or share your information with third parties for marketing.

All information you share is confidential. However, I may need to share information if:

• You or someone else is at risk of serious harm.
   
• There are safeguarding concerns involving children or vulnerable adults.
   
• I am required by law or court order.
   

Where possible, I will discuss this with you before sharing information.

If you choose to work with me online, I take additional steps to protect your data:

• Video sessions are conducted via secure platforms such as Zoom. I do not record sessions.
   
• Emails and text messages are used for scheduling and practical arrangements only, not for therapy. While I take care with digital communication, I cannot guarantee complete security of email or mobile networks.
   
• Data storage: any electronic notes are kept in password-protected files and devices.
   
• Payment information is processed securely through [bank transfer / payment system you use] and is not stored by me.
   

Clients are encouraged to ensure they have a private space for online sessions and to use secure internet connections wherever possible.

• Records are kept securely in password-protected digital files or locked storage.
   
• Information is retained for 7 years after therapy ends, in line with professional and legal guidance.
   
• After this period, records are securely and safely destroyed.
   

Under UK GDPR, you have the right to:

• Request access to your personal data. Where case notes include another party (e.g. couples therapy), any individual records are confidential.
   
• Ask for corrections to inaccurate information.
   
• Request deletion of your data (where legally possible).
   
• Withdraw consent for processing.
   
• Raise a complaint with the Information Commissioner’s Office (ICO) if you are concerned about how your data is handled: www.ico.org.uk.
   

If you have any questions or wish to exercise your rights, please contact:

Maria Hartshorn
Resonance Counselling & Psychotherapy Ltd
Email: maria@resonancecounselling.co.uk
Phone: 07862254817