Privacy and Safeguarding policy

Last updated: 1 November 2026.
 

This policy describes how Live and Be collects, uses, stores and protects your personal information when you enquire about or receive counselling, psychotherapy or life coaching, and how confidentiality and safeguarding are managed. The client portal has its own privacy policy and acts as my data processor when our work is processed within the client portal platform.

I am committed to respecting your privacy and handling your information responsibly, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, as amended (including by the Data (Use and Access) Act 2025), and relevant professional and ethical obligations.

1. Who I am

I am an independent counsellor, psychotherapist and life coach practising in the UK and providing services online under the practice name 'Live and Be'. I am the data controller for personal information collected and used in connection with my practice. This means I am responsible for deciding how and why your information is processed. If you have questions about this policy or wish to exercise your data protection rights, please contact me through the secure client portal or my practice website.

2. What information I collect

If you are making an enquiry about any of my services, I may collect: contact information (your name, email address, telephone number, address and date of birth); emergency contact details (information about a person you nominate); health and personal information (physical or mental health details, personal circumstances, experiences, wellbeing, and reasons for seeking support); clinical or service information (assessment details, brief clinical notes, psychometric assessments, session dates, attendance, and relevant correspondence); administrative and financial information (appointment arrangements, cancellations, payment dates, and minimal identifying information for accounting); and website information (limited technical details such as IP address, browser information, and cookies).

Special-Category Personal Data: Because of the services I provide, the fact that you contact me, your enquiry details, and information shared may reveal sensitive details about your physical or mental health. This constitutes special-category personal data under UK GDPR. I treat this sensitive information with particular care and apply appropriate legal conditions and safeguards. I aim to collect only information that is relevant and necessary for providing and administering my service.

3. Why I use your information and the legal basis

I use your information to: respond to enquiries and consider suitability of service; arrange appointments and provide counselling, psychotherapy or life coaching; maintain appropriate clinical and administrative records; communicate with you; manage payments; meet legal, professional, and insurance obligations; and address safeguarding concerns or protect safety and wellbeing.

Under Article 6 UK GDPR, the lawful basis depends on the purpose (e.g., performing a contract, complying with a legal obligation, or pursuing legitimate interests in managing my practice). For processing health information (special-category data), I rely on Article 9(2)(h) concerning the provision of health or social care, subject to the Data Protection Act 2018 and the strict duty of professional confidentiality.

4. How information is stored and protected

I use electronic systems and appropriate security measures to manage clinical records, client communications and practice administration. These may include secure clinical record and practice management systems, secure cloud storage, emails, payment services and accountancy tools. Technical and organisational measures are implemented to protect personal information against unauthorised access, loss, or disclosure. I do not store payment card details locally. If external providers process or transfer data outside the UK such as financial accounts or website hosting, I ensure valid international transfer mechanisms and safeguards are in place.

5. Website enquiries and confidentiality

Enquiries made through my website are used to evaluate suitability and respond to you. Unsuccessful enquiries are normally deleted within 12 months. Confidentiality is core to my practice. I do not sell or routinely disclose your personal information. Disclosures are only made under specific, lawful circumstances: where there is a serious and immediate risk of harm to you or another person; where disclosure is required by law; where safeguarding concerns arise; where necessary to obtain professional/emergency support; or within professional supervision (which is strictly anonymised or minimised).

Emergencies

For urgent emergencies, call 999. For urgent mental health support in England, contact NHS 111 and select the mental health option. Samaritans can be contacted on 116 123.

6. Professional supervision, recording and artificial intelligence

To maintain high professional standards, I discuss aspects of my work in professional supervision. All information shared is fully anonymised or minimised to protect your identity. Please do not use AI tools, automatic transcription, recording software or screenshotting tools during our live sessions without discussing this with me first and gaining prior agreement. I also ask that recordings, screenshots, or transcripts are not shared on social media. I may use administrative AI tools to help structure notes or non-identifying professional materials, but I never submit client-identifying data into AI or train AI models.

7. How long I keep your information

I retain personal information only as long as necessary: clinical and service records are normally held for 5 years after your final session (meeting professional and insurance requirements); contact/appointment details are held for as long as needed to manage our work; unsuccessful enquiries are held for up to 12 months; and financial records are retained for tax/accounting legal timelines. Data is securely deleted when no longer required.

8. Your data protection rights

Under data protection law, you have rights including Access, Rectification, Erasure, Restriction, Objection, Data Portability, and Withdrawal of Consent. These rights are not absolute; clinical or financial records may be retained where there is a legitimate legal or insurance reason. You can exercise your rights by contacting me via the client portal or my website contact form.

9. Personal data breaches and complaints

Please contact me directly to discuss any concerns. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator, at www.ico.org or by calling 0303 123 1113.
 

I may update this policy from time to time and will date it if I do.