Privacy Policy

Effective Date: 18 June 2025

1. Introduction

Welcome to Clearwater Counselling (“we”, “our”, “us”). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you use our counselling services, including online and walking therapies, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Clearwater Counselling
Address: Norden House, 41 Stowell St, Newcastle upon Tyne NE1 4YB
Email: info@clearwater-counselling.co.uk
Phone: 0191 323 1100

3. Information We Collect

We collect personal information to provide effective and confidential counselling services, including:

• Personal identification data: Name, date of birth, contact details (email, phone number, address)
• Health and sensitive data: Details about your mental health, medical history, and therapy notes relevant to your treatment
• Payment information: Details required to process payments for our services
• Technical data: IP address, device information, and online activity related to our website and online sessions (collected via cookies or similar technologies)
   

4. How We Use Your Information

We use your data to:

• Provide and manage your counselling sessions (online and walking therapies)
• Communicate with you regarding appointments, follow-ups, and service updates
• Maintain accurate client records as required by professional and legal standards
• Process payments and prevent fraud
• Comply with legal obligations
• Improve our services and website
   

5. Legal Basis for Processing

Our legal bases for processing your personal data include:

• Your explicit consent (for sensitive health data and online communications)
• Performance of a contract (providing counselling services to you)
• Compliance with legal obligations
• Legitimate interests (improving our services and ensuring security)
   

6. Sharing Your Information

We do not sell or rent your personal data. We may share your information only when necessary with:

• Third-party service providers who assist with payment processing, IT support, or administrative functions, under strict confidentiality agreements
• Regulatory bodies or authorities if legally required (e.g., safeguarding concerns)
• Other healthcare professionals with your explicit consent for coordinated care
   

7. Data Security

At Clearwater Counselling, we take appropriate technical and organizational measures to protect your data from unauthorized access, loss, or misuse. This includes secure storage, encrypted communication for online sessions, and restricted access to personal data.

8. Data Retention

We retain your personal data only as long as necessary to provide our services and comply with legal, professional, and regulatory requirements. Typically, client records are kept for a minimum of 7 years after your last session, after which they are securely destroyed.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction or deletion of inaccurate or incomplete data
• Object to or restrict processing of your data
• Withdraw your consent at any time (without affecting the lawfulness of prior processing)
• Request data portability 
• Complain to the Information Commissioner’s Office (ICO) if you believe your data is mishandled
   

To exercise any of these rights, please contact Clearwater Counselling at info@clearwater-counselling.co.uk.

10. Cookies

Our website uses cookies to enhance user experience. You can control cookie preferences through your browser settings. 

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated effective date.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Clearwater Counselling
Email: info@clearwater-counselling.co.uk
Phone: 0191 323 1100
Address: Norden House, 41 Stowell St, Newcastle upon Tyne NE1 4YB