I take your privacy seriously. The following information explains what personal data I collect, how I use it, and your rights under UK GDPR and my professional membership body (NCPS).

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Who I am

• Suze Howell Counselling

• NCPS Registered Counsellor (membership number: NCS22-01824)

• Email: suzehowellcounselling@gmail.com

• Phone: 07467 734077
   

When you receive this Privacy Notice

You will always be given access to this privacy notice when you share personal information with me.

• This policy will be emailed to you and available on my website.

• If your details are passed to me by someone else (e.g., a GP, school, or other referrer), I will let you know where to find this policy within one month of receiving your data.
   

What information I collect

I only collect the minimum information I need to provide counselling safely and professionally:

• Name, contact details (email, phone number, address).

• Emergency contact details.

• Information you share as part of counselling sessions.

• Limited website usage data which is anonymised (via Google Analytics and cookies).
   

How I Collect Information

• Google Forms: If you complete my intake form, your details are stored securely by Google and then transferred to my records. I delete form responses once transferred.

• Website contact form: If you contact me via the form on my website, your enquiry is collected and stored by Wix.com (my website provider). Wix may store data outside the UK/EEA; appropriate safeguards (such as standard contractual clauses) are in place to protect your information.

• Email/Text: If you contact me directly, I will keep your messages for the duration of our work together.

• Website: My site uses cookies and Google Analytics to understand how people use the website for marketing purposes. This data is anonymised and cannot identify you personally. You can read more about Google Analytics here: http://www.google.com/analytics/learn/privacy.html.

• Social Media: I use Instagram, Facebook and LinkedIn for awareness-raising. These platforms may use cookies or tracking technologies when you interact with my pages.

• Online sessions (Google Meet): Online counselling sessions take place via Google Meet, provided by Google LLC. Google’s servers may be located outside the UK/EEA; Google operates under standard contractual clauses as a safeguard for these transfers. I do not record sessions, and I do not use AI transcription, note-taking, or translation tools. I do not input any client personal data into AI tools.

• Clinical supervision: I engage in regular clinical supervision, as required by my professional body. Supervision involves discussing anonymised case material only. My supervisor may use AI (Zoom AI notetaker) to support their supervision practice; this is limited to anonymised material.
   

Lawful basis for processing

Under UK GDPR, I process your data on the following grounds:

• Contract: To provide the counselling service you request.

• Legal obligation: To maintain appropriate records as required by my insurer and professional body.

• Consent: For any optional information you choose to share with me (e.g. completing an intake form).

• Explicit consent: My website contact form and intake form may invite you to share information about why you are seeking counselling. If this includes details about your mental or physical health, this is “special category data” under UK GDPR. I only process this with your explicit consent, given by ticking the consent checkbox on the relevant form. You can withdraw this consent at any time by contacting me using the details above.

• Provision of healthcare/treatment: Sometimes people contact me directly by email or text and share details about their mental or physical health before any consent form has been completed – for example, when first describing what they would like help with. In this situation, I process this information under UK GDPR as it is necessary for the provision of healthcare/treatment, and I am subject to a duty of confidentiality as an NCPS-registered counsellor. This applies whether or not you go on to become a client.

 

How I store and protect your data

• I follow data minimisation: I only collect what is necessary for counselling.

• Notes are kept securely and separately from your personal details.

• If you contact me to enquire about counselling but do not go on to become a client, I retain that correspondence for 12 months from our last contact, after which it is securely deleted.

• Records are stored securely and retained for 7 years after counselling ends (in line with BACP/NCPS guidance, unless my insurer/professional body requires longer – in which case I will update this notice). After this time, they are securely destroyed.

• My systems are password-protected.
  
  Sharing your information

Your personal information is confidential. I will not share it except in the following circumstances:

• If I believe you or someone else is at serious risk of harm.

• If I am required by law (e.g., court order).

• In clinical supervision (always discussed anonymously, without details that could identify you).

• With your explicit consent.

• In the unlikely event that I am unable to continue practising (for example, due to serious illness), my clinical supervisor has agreed to contact current clients using the details I hold, so that you can arrange continuing support elsewhere. They would not have access to your session notes or clinical records for this purpose.

 

Your Rights

Under GDPR, you have the right to:

• Access the personal data I hold about you.

• Request correction of inaccurate data.

• Request erasure of your data (in some circumstances).

• Restrict or object to processing of your data.

• Data portability (receive a copy in a commonly used format).

If you would like to do any of this, please contact me using the details above.

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Cookies and analytics

My website uses cookies and Google Analytics to understand how the site is used. You can adjust your cookie preferences at any time through the cookie banner on my site. Strictly necessary cookies (needed for the site to function) do not require your consent under UK rules, including the limited exemptions introduced by the Data (Use and Access) Act 2025. Analytics and any other non-essential cookies are only set with your consent, which you can withdraw at any time via the cookie banner.
 

Changes to This Policy

I may update this privacy policy from time to time. The latest version will always be available on my website.

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Complaints

You have the right to make a data protection complaint directly to me at any time, using the contact details at the top of this notice. If you do:

• I will acknowledge your complaint within 30 days of receiving it.

• I will investigate without undue delay, making appropriate enquiries and keeping you informed.

• I will tell you the outcome of your complaint without undue delay.
   

If you are not satisfied with my response, you also have the right to contact:

• The Information Commissioner’s Office (ICO): www.ico.org.uk

• The National Counselling and Psychotherapy Society (NCPS): www.ncps.org.uk