Gillian Burke Counselling Privacy policy
Who I Am
I am Gillian Burke, a counsellor/psychotherapist providing private therapy sessions in person and online. I am registered with the Information Commissioner’s Office (ICO) (Registration No: ZB985322 and a member of the British Association for Counselling and Psychotherapy (BACP) (Registered Member No: 415067).
I work in line with the BACP Ethical Framework for the Counselling Professions, which includes maintaining confidentiality, keeping records safe, and practising with integrity and professionalism.
You can contact me at:
• Email: gillian@gillianburkecounselling.com
• Telephone: 0735 999 0572
What Information I Collect
To provide counselling safely and professionally, I collect the following information:
• Contact details: name, email, telephone number, postal address (if needed).
• Personal details: date of birth, GP/emergency contact (in case of risk or crisis).
• Therapy records: dates/times of sessions, brief factual notes (themes/issues discussed, not full transcripts).
• Correspondence: emails, texts or messages relating to appointments and therapy.
• Payment information: invoices and transaction records (no card/bank details are stored).
• Technical data (for online sessions): IP address, device/browser information (collected automatically by Zoom platform providers, not by me directly).
Why I Collect It (Lawful Basis)
Under UK GDPR and the Data Protection Act 2018, I collect and use your data on the following lawful bases:
• Consent – when you first enquire about therapy.
• Contract – once we agree to begin sessions, in order to deliver the service.
• Legitimate interest – to keep minimal records after therapy ends for legal/professional reasons.
• Provision of health care – for sensitive (special category) data relating to your mental health.
How I Use Your Data
• To arrange and manage sessions (in-person or online).
• To provide safe, ethical and effective therapy.
• To contact you regarding appointments or therapy-related matters.
• For invoicing and accounting purposes.
• To meet legal or professional obligations.
How I Store Your Data
• Paper notes (if used) are kept in a locked cabinet.
• Digital records are stored securely on an encrypted device and encrypted cloud storage.
• Emails/texts are deleted within 1 month unless needed for ongoing work.
• Online sessions: I use Zoom, which provides end-to-end encryption. I do not record sessions.
How Long I Keep Your Data
• Session notes and contact details are retained for 7 years after therapy ends.
• Invoices/financial records are kept for at least 6 years as required by HMRC.
• After these periods, records are securely destroyed.
Confidentiality & When Information May Be Shared
What you share in sessions is confidential. In line with the BACP Ethical Framework, I will only share information if:
• You request me to do so in writing.
• I am legally required (e.g., terrorism, money laundering, court order).
• I believe you or someone else is at serious risk of harm.
• My clinical supervisor (for ethical practice) needs to review my work; this is always done without identifying details.
Your Rights
You have the right to:
• Access your personal data.
• Request correction of inaccurate data.
• Request deletion of your data (where legally possible).
• Restrict or object to processing.
• Request transfer of your data to another professional.
• Withdraw consent at any time.
To exercise these rights, contact me at gillian@gillianburkecounselling.com
Clinical Executor Arrangements
To ensure continuity of care and the appropriate management of client records, I have appointed a Clinical Executor who may act on my behalf if I become unexpectedly unable to continue providing counselling services due to illness, incapacity, death, or other unforeseen circumstances affecting my practice.
If this arrangement is activated, the Clinical Executor may access client contact details and counselling records only where necessary to:
• Inform clients of the situation.
• Provide information about available support options.
• Facilitate referrals to other appropriate services, where requested or appropriate.
• Ensure the secure management, retention, transfer, or disposal of records in accordance with legal, ethical, and professional requirements.
The Clinical Executor is subject to confidentiality obligations and will handle any personal data in accordance with UK data protection legislation, including the UK GDPR and Data Protection Act 2018.
I maintain a professional Clinical Executor arrangement to ensure continuity of care and the secure management of records if I become unable to practice. Details of the current Clinical Executor are available on request.
Complaints
If you are unhappy with how I handle your data, please contact me first. You also have the right to complain to the ICO: www.ico.org.uk Tel: 0303 123 1113
Updates
This privacy notice will be reviewed regularly. Any updates will be posted at www.gillianburkecounselling.com and provided on request.
