top of page

Privacy Policy 

Liam Tracey Counselling

Website: https://www.liamtraceycounselling.co.uk/

Effective date: January 2026
​

1. Introduction

Liam Tracey Counselling ("we", "us", "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

  • visit our website;

  • contact us with an enquiry;

  • request information about counselling;

  • book or attend counselling sessions;

  • communicate with us by telephone, email, SMS or other messaging services;

  • make or receive payments;

  • use any forms or services available through our website; or

  • otherwise provide personal information to us.

We understand that counselling involves discussing highly personal and sensitive matters. We therefore take particular care to protect information relating to your mental health, wellbeing, relationships and personal circumstances.

This Privacy Policy should be read alongside any separate information provided to you as part of the counselling process, including counselling agreements, terms and conditions and information relating to confidentiality.

​

2. Who we are

The organisation responsible for your personal information is:

Liam Tracey Counselling

Website: https://www.liamtraceycounselling.co.uk/

Email: [insert your counselling email address]

Telephone: [insert telephone number]

For data protection purposes, Liam Tracey Counselling is the data controller for personal information collected and used in connection with the counselling service.

If you have any questions about how your information is handled, please contact us using the details above.

​

3. What information we may collect

Depending on how you interact with us, we may collect some or all of the following information.

Contact information

This may include:

  • your name;

  • telephone number;

  • email address;

  • postal address, where required;

  • preferred method of contact; and

  • information you provide when arranging an appointment.

Enquiry information

When you contact us about counselling, you may voluntarily provide information about:

  • why you are seeking counselling;

  • your circumstances;

  • your relationships;

  • issues affecting your wellbeing;

  • previous counselling or support;

  • availability and appointment requirements; and

  • other information you consider relevant.

You are not required to provide more information than is reasonably necessary for us to respond to your enquiry or arrange counselling.

Counselling information

If you become a client, we may process information provided during the counselling relationship, including:

  • information discussed during sessions;

  • information relevant to your counselling needs;

  • counselling notes or session records;

  • information relating to your wellbeing or mental health;

  • information about relationships or family circumstances;

  • information relating to safeguarding where relevant;

  • appointment and attendance information;

  • correspondence between you and us; and

  • administrative information relating to your counselling.

Some of this information may constitute special category data, particularly information concerning your physical or mental health.

Under UK data protection law, health information is subject to additional protection.

Payment information

Where you pay for counselling, we may process information necessary to administer payments, such as:

  • your name;

  • payment date;

  • amount paid;

  • invoice or payment reference;

  • payment status; and

  • limited transaction information.

Where payments are processed through a third-party payment provider, your payment details may be processed directly by that provider in accordance with its own privacy policy.

We do not normally need to retain full card details.

​

4. Information collected through our website

When you visit our website, certain technical information may be collected automatically.

This may include:

  • IP address;

  • browser type;

  • device type;

  • operating system;

  • approximate location derived from your IP address;

  • pages visited;

  • time and date of visits;

  • referring website;

  • website usage information; and

  • technical information required to maintain website security and performance.

This information may be collected through website hosting, security, analytics or similar technologies.

We use such information only where necessary for legitimate purposes such as operating, securing, maintaining and improving our website and understanding how visitors use it.

​

5. Cookies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that can help a website function, remember preferences, improve performance and, where applicable, understand how visitors use the website.

We may use:

  • Essential cookies – required for the website to function properly;

  • Functional cookies – used to remember preferences or improve functionality;

  • Analytics cookies – where used, to understand how visitors interact with our website; and

  • Other cookies – where necessary for embedded content or third-party services.

Where consent is legally required for non-essential cookies, we will seek your consent before using them.

You can also manage or disable cookies through your browser settings, although doing so may affect how the website operates.

​

6. How we use your information

We may use your personal information to:

  • respond to enquiries;

  • arrange initial consultations;

  • assess whether counselling is appropriate;

  • provide counselling services;

  • manage appointments;

  • communicate with you about appointments;

  • send appointment reminders;

  • maintain appropriate counselling records;

  • administer payments and invoices;

  • manage our business and professional obligations;

  • maintain appropriate safeguarding arrangements;

  • comply with legal and regulatory requirements;

  • protect the safety and wellbeing of clients and others;

  • respond to complaints or concerns;

  • maintain website security;

  • improve our website and services; and

  • establish, exercise or defend legal claims where necessary.

We will not use your information for purposes that are incompatible with the purposes described in this Privacy Policy unless permitted or required by law.

​

7. Lawful basis for processing your information

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following:

Contract

We may process information where it is necessary to provide counselling services or take steps at your request before entering into an agreement for counselling.

Legitimate interests

We may process information where this is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms.

Examples may include:

  • managing enquiries;

  • administering appointments;

  • maintaining appropriate business records;

  • managing payments;

  • maintaining website security; and

  • protecting our business against fraud or misuse.

Legal obligation

We may process information where necessary to comply with a legal obligation.

Consent

Where appropriate, we may rely on your consent.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

​

8. Special category information

Counselling can involve information concerning your physical or mental health and other highly sensitive personal information.

Health information is recognised as special category personal data under UK GDPR and requires additional safeguards.

We will only process special category information where we have an appropriate lawful basis and special category condition under applicable data protection law.

Depending on the circumstances, this may include processing that is necessary for the provision or management of health or social care services, where the relevant legal requirements are satisfied, or processing based on explicit consent where appropriate.

We will seek to collect only information that is relevant and necessary for the counselling service and will take additional care to protect sensitive information.

 

9. Confidentiality

Confidentiality is a fundamental part of counselling.

Information shared during counselling will normally be treated as confidential and will not routinely be disclosed to other people without your knowledge and, where appropriate, your consent.

However, confidentiality is not absolute.

There may be circumstances where information needs to be disclosed without your consent, for example where:

  • there is a serious and significant concern about your safety;

  • there is a serious concern about the safety of another person;

  • there is a safeguarding concern involving a child or vulnerable person;

  • disclosure is required by law;

  • disclosure is required by a court or other lawful authority;

  • disclosure is necessary to prevent or detect serious crime; or

  • disclosure is otherwise permitted or required under applicable law or professional obligations.

Where it is safe and appropriate to do so, we will normally discuss any proposed disclosure with you before information is shared.

Nothing in this Privacy Policy limits any legal or professional duty that may apply to us.

 

10. Counselling notes and records

We may maintain records relating to counselling sessions.

Records are maintained for legitimate professional, administrative, legal and safeguarding purposes.

We aim to ensure that records are:

  • accurate;

  • relevant;

  • proportionate;

  • securely stored;

  • accessible only to authorised persons; and

  • retained only for as long as reasonably necessary.

Counselling records are not routinely shared with family members, employers, GPs, other healthcare professionals or other organisations without an appropriate lawful basis.

 

11. Who we may share information with

We do not sell, rent or trade your personal information.

We may share information with third parties where necessary and lawful, including:

  • website hosting and technical service providers;

  • email and communication providers;

  • appointment or booking systems;

  • payment providers;

  • professional advisers;

  • IT and security providers;

  • professional or regulatory bodies where required;

  • insurers where necessary;

  • legal or law-enforcement authorities where legally required; and

  • safeguarding organisations or emergency services where necessary to protect someone from serious harm.

Where third parties process information on our behalf, we will take reasonable steps to ensure appropriate contractual, security and data protection arrangements are in place.

We will only share information that is reasonably necessary for the relevant purpose.

 

12. Emails, telephone calls and text messages

We may communicate with you using the contact details you provide.

This may include:

  • telephone calls;

  • voicemail;

  • email;

  • SMS/text messages; and

  • other agreed communication methods.

Communications may contain limited personal information, such as your name, appointment date or time.

For your privacy, we recommend that you avoid sending detailed or highly sensitive counselling information by ordinary email or text message unless specifically agreed.

Electronic communications cannot be guaranteed to be completely secure.

 

13. Third-party services

Our website and business may use third-party providers to support functions such as:

  • website hosting;

  • email;

  • appointment management;

  • payment processing;

  • website analytics;

  • forms;

  • security;

  • communications; and

  • embedded website content.

These providers may process personal information on our behalf or, depending on the service, act as independent controllers.

Where applicable, their own privacy policies will also apply.

We will take reasonable steps to ensure that third-party services used by us provide appropriate privacy and security protections.

 

14. International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place as required by applicable data protection law.

This may include the use of adequacy regulations, appropriate contractual safeguards or other lawful transfer mechanisms.

 

15. How we protect your information

We take reasonable and appropriate technical and organisational measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

Measures may include:

  • password protection;

  • secure devices;

  • access controls;

  • secure storage;

  • software and security updates;

  • restricted access to counselling information;

  • appropriate confidentiality arrangements; and

  • secure disposal of information when it is no longer required.

However, no method of storing or transmitting information over the internet can be guaranteed to be completely secure.

 

16. How long we keep your information

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including where necessary to satisfy legal, professional, insurance, accounting or regulatory requirements.

Different categories of information may therefore be retained for different periods.

Counselling records may need to be retained for an appropriate period following the end of counselling to meet professional, legal, insurance or safeguarding requirements.

When information is no longer required, we will securely delete, destroy or anonymise it where appropriate.

Our retention periods may be reviewed periodically to ensure that we do not retain personal information unnecessarily.

 

17. Your data protection rights

Subject to certain legal exceptions, you have rights under UK data protection law.

These may include the right to:

Access your information

You can ask for a copy of the personal information we hold about you.

Correct your information

You can ask us to correct inaccurate or incomplete personal information.

Request deletion

In certain circumstances, you can ask us to delete your personal information.

Restrict processing

In certain circumstances, you can ask us to restrict how we use your information.

Object to processing

In certain circumstances, you can object to the processing of your personal information.

Data portability

Where applicable, you may have the right to receive certain information in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

Withdraw consent

Where we rely on consent, you can withdraw your consent at any time.

These rights are not absolute and exceptions may apply.

For example, information may sometimes need to be retained or processed where there is a legal obligation, where it is necessary to establish or defend legal claims, or where another lawful exemption applies.

The ICO confirms that individuals can exercise a number of data protection rights and that organisations should respond to requests without undue delay and generally within one month.

 

18. How to exercise your rights

If you wish to exercise any of your data protection rights, please contact:

Liam Tracey Counselling

Email: [insert email address]

Telephone: [insert telephone number]

Please provide sufficient information to allow us to identify you and understand your request.

We may need to verify your identity before providing personal information or making changes to your records.

We will normally respond to a valid request within one month, although this may be extended where permitted by law for particularly complex or numerous requests.

 

19. Children and young people

Our counselling services may be subject to age restrictions and specific arrangements for children or young people.

Where we provide services to a child or young person, we will handle their information in accordance with applicable data protection law, safeguarding requirements and the specific circumstances of the counselling relationship.

Where appropriate, additional information about confidentiality and parental or guardian involvement will be provided before counselling begins.

 

20. Safeguarding and emergency situations

The privacy and confidentiality of clients are extremely important to us.

However, where there is a serious concern about immediate safety, safeguarding or serious harm, it may be necessary to share relevant information with an appropriate person or organisation.

This may include emergency services, safeguarding professionals, healthcare professionals or other relevant authorities.

We will seek to share the minimum information reasonably necessary and, where safe and appropriate, will discuss this with you.

 

21. Marketing

We do not sell your personal information to marketing companies.

Where we send marketing or promotional communications, we will do so in accordance with applicable privacy and electronic communications laws.

You can unsubscribe from marketing communications at any time.

Routine communications relating directly to your counselling, appointments, payments or administration are not considered marketing communications.

 

22. Website links

Our website may contain links to external websites.

We are not responsible for the privacy practices, content or security of websites operated by third parties.

We recommend reviewing the privacy policy of any external website before providing personal information.

 

23. Complaints

If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can investigate and try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

The ICO is the UK's independent supervisory authority for data protection.

You can find information about making a complaint through the ICO's website:

https://ico.org.uk/make-a-complaint/

 

24. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • changes to our services;

  • changes to the technology we use;

  • changes to third-party providers;

  • changes in data protection law; or

  • changes to our privacy practices.

The latest version will always be published on this page.

We recommend checking this page periodically for any updates.

 

25. Contact us

If you have any questions about this Privacy Policy, how we handle your information, or wish to exercise your data protection rights, please contact:

Liam Tracey Counselling

Website: https://www.liamtraceycounselling.co.uk/

Email: liamtraceycounselling@gmail.com

​

bottom of page