Privacy Policy

Last updated: 01 September 2025

Stoke Therapy Room (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect and process the following information:

  • Contact details (e.g., name, email, phone number) when you use our contact form or email us.
  • Therapy-related information you choose to share when making an enquiry.
  • Session records (limited notes kept for professional purposes, in line with BACP ethical requirements).
  • Technical data (e.g., IP address, browser type, cookies) to improve website performance.

2. How We Use Your Information

We use your information to:

  • Respond to enquiries and arrange therapy sessions.
  • Provide counselling services in line with our professional agreement.
  • Maintain secure and accurate client records.
  • Meet our legal, professional, and ethical obligations.
  • Improve and maintain our website.

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Consent – when you contact us directly.
  • Contract – to provide therapy services once agreed.
  • Legal obligation – where safeguarding or law requires disclosure.
  • Legitimate interest – to maintain secure business and client records.

4. Confidentiality

Information shared in therapy is kept confidential, with exceptions where:

  • There is risk of serious harm to yourself or others.
  • There are safeguarding concerns.
  • We are legally required to disclose information.

5. Data Sharing

  • We do not sell or share your personal information with third parties for marketing.
  • We may share limited information with trusted service providers (e.g., secure email or storage systems) who are GDPR-compliant.
  • In rare cases, we may be legally required to share data.

6. Data Storage and Security

  • Personal data is stored securely in encrypted digital files and/or locked physical storage.
  • We retain client records for 7 years after therapy ends (in line with professional and insurance requirements), after which they are securely deleted or destroyed.

7. Your Rights

You have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate information.
  • Request erasure of your data (subject to professional/insurance obligations).
  • Restrict or object to certain types of processing.
  • Request a copy of your data in a portable format.
  • Withdraw consent at any time (where processing is based on consent).

To exercise these rights, please contact us using the details below.

8. Cookies

This website may use cookies to improve user experience and website performance. You can manage or disable cookies in your browser settings.

9. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Contact Us

If you have questions about this Privacy Policy, please contact:

Stoke Therapy Room

petra@stoketherapyroom.com