Privacy Policy

Last Updated: 17th June 2026.

1. Introduction

This Privacy Policy explains how Evolve Therapy ("I", "me", "my") collects, uses, stores, and protects your personal information when you enquire about or receive counselling services.

I am committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

2. Data Controller

Data Controller: Jane Woodham

Business Name: Evolve Therapy

Email: info@evolve-therapy.co.uk

Telephone: 07921 391 836

ICO Registration Number: ZB814147

For any questions about this Privacy Policy or your personal data, please contact me using the details above.

3. Information I Collect

I may collect and process the following categories of personal information:

Identity Information

  • Name 

  • Date of birth 

  • Gender (if relevant) 

  • Emergency contact details 

Contact Information

  • Address

  • Email address 

  • Telephone number 

Special Category Data

As a counsellor, I may collect sensitive personal information relating to:

  • Mental health 

  • Physical health where relevant 

  • Family circumstances 

  • Personal history 

  • Religious or philosophical beliefs where relevant 

  • Sexual orientation where relevant 

  • Other information disclosed during counselling sessions 

Financial Information

  • Payment records 

  • Invoices

  • Transaction references 

Technical Information

When using online services:

  • IP address 

  • Device information 

  • Video platform identifiers 

  • Website analytics data (if applicable) 

Communication Records

  • Emails

  • Text messages 

  • Contact form submissions 

  • Appointment scheduling communications 

Clinical Records

  • Assessment information 

  • Session notes 

  • Risk assessments 

  • Treatment plans 

  • Safeguarding records 

4. How I Collect Information

I collect information:

  • Directly from you 

  • Through enquiry forms 

  • During consultations and counselling sessions 

  • Through email, telephone, or text communications 

  • Through online booking systems 

  • Through secure online counselling platforms 

  • From third parties where you have provided consent or where legally permitted 

5. Lawful Bases for Processing

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

Contract

Processing necessary to provide counselling services and manage appointments.

Legitimate Interests

For the effective administration of my practice, record keeping, and professional management.

Legal Obligation

Where I am required to comply with legal, regulatory, safeguarding, taxation, or professional obligations.

Vital Interests

Where processing is necessary to protect someone's life or safety.

Special Category Data

For health-related information, I process data under:

  • Provision of health or social care. 

  • Preventive or occupational medicine. 

  • Establishment, exercise, or defence of legal claims. 

  • Explicit consent where appropriate. 

6. How I Use Your Information

I use your information to:

  • Respond to enquiries 

  • Arrange appointments 

  • Deliver counselling services 

  • Maintain clinical records 

  • Manage payments and accounts 

  • Conduct risk assessments 

  • Meet professional and ethical obligations 

  • Supervision and professional support 

  • Safeguarding where necessary 

  • Comply with legal requirements 

7. Confidentiality and Its Limits

Counselling is confidential. However, confidentiality may be broken where:

  • There is a serious risk of harm to you or another person. 

  • There are safeguarding concerns involving a child or vulnerable adult. 

  • Disclosure is required by law or court order. 

  • Disclosure is necessary to prevent serious crime. 

  • Professional regulatory or insurance requirements apply. 

Where possible, I will discuss any disclosure with you before taking action.

8. Clinical Supervision

As part of ethical practice, I participate in professional supervision.

Information discussed in supervision is:

  • Limited to what is necessary. 

  • Shared anonymously or with identifying details removed wherever possible. 

  • Subject to the supervisor's own confidentiality obligations. 

9. Online Counselling

Where counselling is provided online:

  • Sessions are conducted using secure platforms. 

  • Reasonable steps are taken to ensure confidentiality. 

  • Absolute security of internet communications cannot be guaranteed. 

  • Clients are encouraged to use a private space and secure internet connection. 

10. Data Sharing

I may share information with:

  • Clinical supervisors 

  • Professional indemnity insurers 

  • Legal advisers 

  • Regulatory bodies where required 

  • Emergency services 

  • Safeguarding agencies 

  • HM Revenue & Customs 

  • Technology providers who process data on my behalf 

Any third-party service providers are required to protect your information and process it only on my instructions.

I do not sell your personal information.

11. International Transfers

Where online services involve the transfer of personal information outside the UK, I ensure appropriate safeguards are in place, including:

  • UK adequacy regulations 

  • International Data Transfer Agreements (IDTAs) 

  • Approved contractual safeguards 

12. Data Security

I implement appropriate technical and organisational measures including:

  • Password protection 

  • Encryption where appropriate 

  • Secure storage systems 

  • Restricted access 

  • Regular software updates 

  • Secure disposal procedures 

13. Data Retention

I retain personal information only for as long as necessary.

Typical retention periods are:

Data Type

Retention Period

Enquiries not resulting in counselling

12 months

Client records and session notes

7 years after counselling ends

Records relating to children

Until age 25 or 7 years after counselling ends, whichever is longer

Financial records

6 years plus current tax year

Safeguarding records

As required by law and professional guidance

Retention periods may be extended where necessary for legal claims or regulatory purposes.

14. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your data is used. 

  • Access your personal information. 

  • Request correction of inaccurate information. 

  • Request erasure in certain circumstances. 

  • Restrict processing. 

  • Object to processing. 

  • Data portability where applicable. 

  • Withdraw consent where consent is relied upon. 

These rights may be limited where exemptions apply, particularly in relation to counselling records and the rights of others.

15. Subject Access Requests

You may request a copy of your personal information by contacting me info@evolve-therapy.co.uk

I will normally respond within one month unless an extension is permitted by law.

Proof of identity may be required.

16. Automated Decision-Making

I do not use automated decision making or profiling that produces legal or similarly significant effects.

17. Complaints

If you are unhappy with how your information has been handled, please contact me first, by either emailing info@evolve-therapy.co.uk or by completing this digital form 

You also have the right to complain to:

Information Commissioner's Office

You can find further information at:

Information Commissioner's Office

18. Changes to This Privacy Policy

I may update this Privacy Policy from time to time to reflect legal, technical, or operational changes.

The latest version will always be available on my website and available upon request.

Contact Details

Evolve Therapy.

Counsellor: Jane Woodham

Email: info@evolve-therapy.co.uk

Telephone: 07921 391 836

Website: www.evolve-therapy.co.uk