Privacy Policy
Effective date: 4 September 2026
1. Purpose of this Privacy Policy
This Privacy Policy explains how Claire Ratcliffe Psychotherapy collects, uses, stores and protects personal information when people use the website, join a mailing list, book therapy or supervision sessions, join an online group or membership, or otherwise contact the business. The aim is to be clear and transparent about what information is collected, why it is needed, how long it is kept, who it may be shared with, and what rights individuals have.
2. Who is responsible for your information?
Claire Ratcliffe Psychotherapy is the data controller for the personal information processed in connection with the services described in this policy.
| Data controller | Claire Ratcliffe Psychotherapy |
|---|---|
| claireratcliffetherapy@gmail.com | |
| ICO registration | ZC213982 |
3. Services covered by this policy
- Individual therapy — online, UK and international
- Couples and relationship therapy — online, UK and international
- Couples therapy intensives — online, by enquiry
- Small Group — Therapy — 12-week psychoeducation programme, open to all
- Individual supervision — online, for qualified and trainee therapists
- Small Group — Supervision — 6-month online supervision groups for therapists
- Healing Relationships — online community for therapists, currently in development (mailing list sign-up only until launch in early 2027)
- Waiting lists, mailing lists and general enquiries
4. What information may be collected?
The information collected depends on the service being used. It may include:
- Identity and contact details: name, preferred name, pronouns, email address, phone number, emergency contact details.
- Booking and payment details: appointment type, date and time, attendance records, payment status, invoices and subscription status.
- Professional information (therapist services): professional role, qualifications, professional body membership and number, years in practice, insurance details, training institution.
- Therapy enquiry information: reason for booking, relevant background, previous therapy experience, accessibility needs, current support.
- Special category information: health, mental health, wellbeing, relationships or other sensitive information disclosed in connection with therapy or supervision.
- Marketing information: mailing list preferences, consent status and form submissions.
5. Why is this information collected?
- To respond to enquiries and assess suitability for a service
- To manage bookings, payments, cancellations, reminders and waiting lists
- To provide therapy, supervision, educational sessions and membership content
- To keep appropriate professional and administrative records
- To meet legal, professional, insurance and safeguarding obligations
- To send essential service emails (confirmations, reminders, payment notices, membership updates)
- To send marketing emails only where there is a valid basis and an unsubscribe option is provided
6. Lawful basis for processing
| Purpose | Likely lawful basis |
|---|---|
| Handling enquiries and bookings | Contract or pre-contractual steps |
| Providing therapy, supervision, memberships | Contract |
| Maintaining records and managing payments | Contract, legal obligation and/or legitimate interests |
| Safeguarding and professional obligations | Legal obligation, vital interests and/or legitimate interests |
| Sensitive health and wellbeing information | Article 9(2)(h) — health or social care purposes (provision of counselling and psychotherapy) |
| Sending marketing emails | Consent, or soft opt-in where applicable |
7. Special category data
Some information shared in therapy, supervision or intake forms may be sensitive — including health, mental health, wellbeing, relationship, safeguarding or risk-related information. This type of information is treated with additional care and is only collected where needed for the service, professional responsibilities, safeguarding, legal obligations, insurance or record keeping.
8. Marketing and mailing lists
- You can join the mailing list through the website, booking process or waiting list form
- Marketing consent is recorded separately from essential service communications
- Essential service emails (confirmations, reminders, payment notices) may still be sent where needed
- All marketing emails include an unsubscribe option
- Cancelling a membership or booking does not automatically remove you from the mailing list
9. How information is stored and protected
Reasonable steps are taken to keep personal information secure through password-protected accounts, secure booking systems, restricted access, appropriate device security and secure cloud storage. Information is only accessed by Claire Ratcliffe Psychotherapy and trusted service providers needed to operate the website, bookings, payments and communications.
10. Third-party systems
The following third-party systems are used to operate the service. Each has its own privacy terms:
- GitHub Pages — website hosting
- Acuity Scheduling — bookings, intake forms, automated emails and reminders
- Stripe — payments and subscriptions
- Kit (formerly ConvertKit) — mailing list and email communications
- Formspree — contact and enquiry form submissions
- Vimeo — private video hosting for educational content
- Zoom — online sessions
- Google — email and storage
11. How long information is kept
| Record type | Retention approach |
|---|---|
| Enquiries that do not become clients | Retained only as long as needed, then deleted or anonymised |
| Booking and payment records | In line with tax, accounting and legal requirements |
| Therapy records | 7 years from the end of the therapeutic relationship, in line with BACP guidance and professional insurance requirements |
| Supervision records | In line with professional body, insurance and legal requirements |
| Membership records | While active and for a reasonable period afterwards |
| Marketing list data | Until unsubscribed or consent withdrawn |
12. Confidentiality and safeguarding
Therapy and supervision services are provided on a confidential basis, subject to legal, safeguarding, professional and ethical exceptions. Information may need to be shared where there is a serious risk of harm, a safeguarding concern, a legal requirement, a court order, or an insurance or professional requirement.
13. Your rights
Under UK data protection law you have rights including the right to access your personal information, request correction of inaccurate data, request deletion where appropriate, object to processing, and request restriction of processing. To exercise any of these rights please contact claireratcliffetherapy@gmail.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
14. Contact
For any questions about this policy or about how your information is handled, please contact:
Claire Ratcliffe Psychotherapy
claireratcliffetherapy@gmail.com