Privacy Notice

Butterfly Counselling Services Ltd

Introduction

Butterfly Counselling Services Ltd is committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Notice explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

This notice applies to clients, prospective clients, parents, carers and anyone who contacts Butterfly Counselling Services Ltd regarding counselling services.

Data Controller

Butterfly Counselling Services Ltd is the Data Controller responsible for your personal information.

For any questions regarding this Privacy Notice or your personal information, please contact:

Email: fiona@butterfly-counselling.co.uk

ICO Registration Number: ZB178782

Address: Concorde House Business Centre, Stockton-on-Tees, Cleveland , TS18 3RB

This notice applies to clients, prospective clients, parents, carers and anyone who contacts Butterfly Counselling Services Ltd regarding counselling services.

The Information We Collect

We may collect and process the following information:

  • Name, address, email address and telephone number.
  • Date of birth.
  • Emergency contact details.
  • GP details and other relevant healthcare professional details.
  • Information relating to your mental health, wellbeing, counselling goals and personal circumstances.
  • Safeguarding information where relevant.
  • Session notes and counselling records.
  • Appointment and attendance records.Payment and invoicing information.Correspondence by email, telephone or written communication.

Where counselling services are provided to children and young people, we may also collect information relating to parents, carers or those with parental responsibility.

Special Category Data

Counselling services involve the processing of special category personal data, including information about physical and mental health.

We process this information because it is necessary for the provision of counselling services and for the establishment, exercise or defence of legal claims where applicable.

How We Use Your Information

We use your information to:

  • Provide counselling services.
  • Assess suitability for counselling.
  • Maintain clinical records.
  • Manage appointments and communications.
  • Safeguard clients where necessary.
  • Meet professional, legal and regulatory obligations.
  • Obtain clinical supervision.
  • Process payments and maintain financial records.
  • Respond to enquiries and requests.

Lawful Basis for Processing

We process your personal information under one or more of the following lawful bases:

  • Performance of a contract.
  • Legitimate interests.
  • Compliance with legal obligations.
  • Protection of vital interests.
  • Provision of health and social care services.

Special category data is processed under the relevant provisions of UK GDPR and the Data Protection Act 2018 relating to health and counselling services.

Confidentiality

Counselling sessions are confidential. Information will not normally be shared without your consent.

However, confidentiality may be broken where:

  • There is a serious risk of harm to yourself or another person.
  • Safeguarding concerns arise involving a child or vulnerable person.
  • isclosure is required by law or court order.
  • There is concern regarding terrorism, money laundering or serious criminal activity.
  • Professional or regulatory obligations require disclosure.

Where possible, we will seek to discuss any disclosure with you first.

Clinical Supervision

All counsellors working with Butterfly Counselling Services Ltd engage in professional clinical supervision in accordance with professional body requirements.

Client information discussed in supervision is anonymised wherever possible.

Sharing Information

Your information may be shared with:

  • Clinical supervisors.
  • Other healthcare professionals where appropriate and with consent unless safeguarding or legal obligations apply.
  • Safeguarding agencies where required.
  • Regulatory or professional bodies where legally required.
  • Insurers, legal advisers or courts where necessary.

We do not sell personal information to third parties.

Online Systems and Service Providers

We use secure third-party providers to support our services, including:

  • WriteUpp for client record management.
  • Microsoft 365 for email, document storage and administration.
  • FreeAgent for invoicing

These providers process information on our behalf and are required to maintain appropriate security and confidentiality measures.

Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

These measures include password protection, secure storage systems, access controls and encrypted services where available.

Retention of Records

Counselling records are retained only for as long as necessary to meet legal, professional and insurance requirements.

Adult client records are generally retained for 7 years after the end of counselling.

Records relating to children and young people are generally retained until the client reaches age 25, or 26 where counselling ended at age 17.

Records may be retained longer where required by law, safeguarding considerations, insurance obligations or ongoing legal proceedings.

Your Rights

You have the right to:

  • Access your personal information.
  • Request correction of inaccurate information.
  • Request erasure in certain circumstances.
  • Restrict processing in certain circumstances.
  • Object to processing where applicable.
  • Request transfer of your data where applicable.
  • Lodge a complaint regarding how your information is handled.

Some rights may be limited where counselling records contain information relating to third parties or where legal exemptions apply.

Data Protection Complaints

If you have concerns about how Butterfly Counselling Services Ltd has collected, stored, used or shared your personal information, you have the right to make a complaint.

Complaints should be submitted to:

Email: fiona@butterfly-counselling.co.uk

We will acknowledge your complaint as soon as reasonably possible and aim to provide a response within 30 days. If additional time is required due to the complexity of the complaint, we will keep you informed of progress.

We will investigate your concerns fairly and explain the outcome of our investigation and any action taken.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office:
Website: www.ico.org.uk
Telephone: 0303 123 1113

Making a complaint to us does not affect your right to complain directly to the ICO.

Changes to this Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes in legal requirements, professional guidance or the way services are delivered.

The most recent version will always be available on request.

 

Last Updated: June 2026