PRIVACY POLICY
A legal disclaimer
We are fully compliant with current GDPR legislation and have a duty to let you know how we use and protect the personal information and data that you provide us with. We follow guidance from the governing bodies the NCPS and the BACP.
How do use my contact details?
We will use your contact details to respond to messages from you, or to inform you of important information between sessions if required. If you have used email to make contact with us your address will be stored on the hard drive, which is password protected. If we communicate via mobile phone your details will be anonymised and the phone is only used for work purposes and is also pin and biometrically protected. Any paper data, or hard copy information is stored in a securely locked cabinet.
How do you keep my client notes?
Your notes are anonymised and kept digitally on a PMS (patient management system), which is password protected and only accessed by secondary password protection and a biometrically protected laptop. Any handwritten information is also anonymised and kept in a securely locked cabinet.
What happens to my Artwork/Photographs?
Any drawings done in the sessions are yours to keep. If you request it, we are happy to store this securely for you. Photographs will be uploaded to the PMS – your patient file – and can only be accessed by your therapist, unless you ask for copies. We will not use your photographs/artwork without obtaining written consent, which you are able to withdraw at any time.
How long is my data stored for?
Your personal details and any other information, including session notes, are held securely for a period of 5 years after your final session. After this time everything is shredded and disposed of securely. Your phone number and any messages/emails from you, or to you, are archived on the PMS after your final session. If you contact us again after the final session you will need to include your name in your message. Your name and email address will be kept on a mailing list if you have given consent to receive marketing/news emails.
What consent can I give or withdraw?
You have a right to see the information we hold about you should you wish to. You have a right to amend any information which you consider to be incorrect. You can also ask me to delete all/any of the information that I hold. You may withdraw consent at any time without detriment. There are, however, some details I need to keep due to legal and professional obligations.
Are there any exceptions to confidentiality?
Yes, your GP holds clinical responsibility for your mental and physical health. Your therapist may contact them if they are concerned about your risk of harming yourself or another. They will, whenever possible, inform you of their intention.
All therapists are required to attend regular supervision of their work, but no identifying information is disclosed, or anything discussed that could lead to your identity being discovered. If they share any client material or images this is always done confidentially in order to protect your identity.
Finally, your therapist will disclose confidential information if required to do so by law (risk of harm to a vulnerable person or child, human trafficking, involvement in money laundering or terrorist activity).
What if I want to complain?
Please contact Authentically Us directly. If we cannot resolve the issue you can contact the Information Commissioner Officer (ICO). Authentically Us is registered with them and can provide the reference number upon request. The address for ICO is here or for general GDPR Guidance here.
So what now?
Should you decide to work with a therapist at Authentically Us, and by making an appointment, we will assume that you agree with the above Privacy Policy.
Last edited: May 2026