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​Privacy & Confidentiality Policy 

 

Cliona Snow Counselling
Last updated: 25/1/26

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Who I Am

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I am a self-employed counsellor working in private practice. I am the data controller for your personal information and am registered with the Information Commissioner’s Office (ICO).

ICO registration reference number: ZC084238

 

What Information I Collect

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

• Your name and contact details

• Emergency contact details

• Relevant personal and health information

• Brief session notes

• Payment and invoicing records

• Emails or messages between us

Therapy records are classed as special category data under UK GDPR.

 

How Your Information Is Used

Your information is used to:

• Provide counselling services

• Manage appointments and payments

• Maintain professional and ethical records

• Meet legal, insurance, and safeguarding responsibilities

Your data is never sold or used for marketing.

 

Confidentiality

Confidentiality is central to counselling and follows the BACP Ethical Framework. Information you share in sessions remains confidential except in rare circumstances where I am legally or ethically required to share information, including:

• Risk of serious harm to you or others

• Safeguarding concerns involving a child or vulnerable adult

• A legal requirement (such as a court order)

Where possible, this would be discussed with you first. If needed, information is most commonly shared with a general practitioner (GP) or other relevant authority. 

 

Safeguarding

I have a legal and ethical duty to act if there are concerns about the safety of a child or vulnerable adult. This may involve sharing relevant information with appropriate safeguarding services.

 

How Your Data Is Stored

Your information is stored securely:

• Digital records are password-protected and encrypted

• Paper records (if any) are kept in locked storage

• Only I have access to your records

• Client notes are anonymised and stored separately to contact details 

All reasonable steps are taken to protect your privacy.

 

How Long Information Is Kept

In line with professional guidance:

• Adult client records are kept for 7 years after therapy ends

• Children and young people’s records are kept until age 25

• Financial records are kept as required by HMRC

After this time, records are securely destroyed.

 

Supervision and Insurance

As required by BACP, I attend regular clinical supervision. Client material is discussed anonymously.
I hold professional indemnity and public liability insurance. Information may be shared with insurers only if required for a complaint or claim.

 

Your Rights

You have the right to:

• See the personal data I hold about you

• Request corrections

• Withdraw consent where applicable

• Raise concerns about how your data is handled

You can also complain to the Information Commissioner’s Office (ICO) if needed.

 

Contact

If you have any questions about privacy or confidentiality, please contact:

Cliona Snow
Email: cliona_l@icloud.com