Privacy Notice

Practice Name: Eleanor Franklin/Hidden Oak Counselling
Data Protection Officer / Data Controller: Eleanor Franklin
Last Updated: Sep 2026

1. Introduction

I am committed to protecting your personal data and respecting your privacy. This notice explains how I collect, use, and store your personal information when you use my counselling services, visit my website, or contact me.

I operate in line with the Data Protection Act 2018, UK GDPR, and the ethical guidelines of the British Association for Counselling and Psychotherapy (BACP).

2. Information I Collect

To provide a safe and effective counselling service, I collect different types of information at various stages:

  • Initial Contact: Your name, phone number, email address, and how you heard about me.
  • During Assessment / Intake: Basic background details, emergency contact info, GP contact details, and relevant medical or mental health history.
  • During Counselling Sessions: Brief factual notes, key themes, and records of appointments/attendance to support your therapy.

3. Lawful Basis for Processing Your Data

Under UK GDPR, I process your data under the following lawful bases:

  • Contract: Processing is necessary so I can set up and deliver your counselling sessions.
  • Legal Obligation: To comply with insurance, tax, or safeguarding laws.
  • Explicit Consent: For processing special category data (such as health or mental health details), which you provide during intake.

4. How I Keep Your Data Secure

I take data security very seriously and apply strict physical and digital safeguards:

  • Digital Records: Emails, digital notes, and client files are stored on password-protected, encrypted devices.
  • Communications: Emails and text messages are kept brief and handled via secure, password-protected systems.

5. Confidentiality and Sharing Data

Everything you discuss in counselling is strictly confidential. However, confidentiality may be broken in exceptional circumstances where there is a legal or ethical duty of care:

  • Risk of Harm: If you are in immediate danger of serious self-harm or harming others.
  • Safeguarding: Disclosures involving the abuse or neglect of children or vulnerable adults.
  • Legal Duty: Prevention of terrorism, drug trafficking, or other serious crimes under court order.

Whenever practical and safe, I will discuss with you before sharing any information with outside professionals (such as your GP).

6. How Long I Keep Your Data

  • Client Records: I retain your session notes and personal details for 7 years following the end of our work together, as required by my professional indemnity insurance. After this time, digital files are permanently deleted.
  • Enquiries: If you contact me for counselling but we do not proceed, your initial email/message details are deleted after 1 month.

7. Your Rights

Under data protection laws, you have the right to:

  • Access: Request a copy of the personal data I hold about you.
  • Correction: Ask me to correct inaccurate or incomplete data.
  • Erasure: Request the deletion of your data in certain circumstances.
  • Restriction: Limit how I use your data.

To exercise these rights, please contact me directly at eleanor@hiddenoak.co.uk