Privacy & Data Protection Notice

Leamington Therapy

Last updated: June 2026 PLEASE NOTE- PAGE UNDER CONSTRUCTION- NOT ALL INFORMATION WILL BE CORRECT

Introduction

Your privacy is important to me. This notice explains how I collect, use, store and protect your personal information when you contact me or engage in counselling services.

I am committed to handling your information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

If you have any questions about this notice, please contact me using the details below.

Data Controller

The Data Controller responsible for your personal information is:

Sarah Stone

Leamington Tutor

Email:sarah@leamingtontutor.co.uk

Phone: 07429 281442

What Information I Collect

Depending on the nature of our contact, I may collect and process the following information:

• Name
• Address
• Telephone number
• Email address
• Date of birth
• Emergency contact details where appropriate
• Payment and invoicing information
• Information relevant to your tuition enquiry
• Tuition records and lesson notes
• Correspondence by email, telephone or text message

I only collect information that is necessary for the provision of tuition services and the effective running of my business.

How Your Information Is Collected

Information may be collected:

• Directly from you when you contact me
• During lessons
• Through email, telephone calls or text messages
• From a parent, guardian, GP or other professional where a referral has been made and you have agreed to this

How Your Information Is Used

Your information is used to:

• Respond to enquiries
• Arrange appointments
• Provide lessons
• Maintain appropriate tutoring records
• Communicate with you regarding appointments and tuition
• Meet professional, ethical and legal responsibilities
• Manage payments and accounting records

Your information will not be sold or used for marketing purposes.

Confidentiality

Everything discussed in connection with tuition is treated as confidential.

Confidentiality may only be broken where:

• There is a serious risk of harm to yourself or another person
• A child or vulnerable adult is believed to be at risk of harm
• Disclosure is required by law or court order
• Information is disclosed relating to serious criminal activity where there is a legal duty to report

Where appropriate and safe to do so, I will always endeavour to discuss any disclosure with you beforehand.

Online Tuition

Online sessions may occasionally be provided using Zoomor another secure video platform where appropriate.

These services are provided by third-party organisations and are subject to their own privacy and security arrangements. Reasonable steps are taken to use reputable and secure platforms.

How Your Information Is Stored

Client records and counselling notes are stored electronically on password-protected devices using encrypted storage.

Personal information may be held on secure password-protected computers, tablets and mobile phones where necessary for the operation of the practice.

Appropriate technical and organisational measures are in place to protect personal information from unauthorised access, loss, misuse or disclosure.

Email, Telephone and Text Messages

Email, telephone and text messaging are used for arranging appointments and communicating regarding counselling services.

Whilst reasonable precautions are taken, electronic communication cannot be guaranteed to be completely secure.

Text messages are normally deleted within two months unless they contain information that needs to be retained as part of the client record.

Routine emails are normally deleted within six months unless they form part of the clinical record or are otherwise required for professional or legal purposes.

How Long Information Is Kept

If you make an enquiry but do not proceed with counselling, your information will normally be deleted within two weeks unless there is a legitimate reason to retain it for longer.

For clients who engage in counselling:

• Adult client records are retained for seven years following the end of therapy.
• Records relating to clients under the age of 18 are retained until seven years after their 18th birthday.
• Financial records are retained for the period required by law.

At the end of the relevant retention period, records are securely deleted.

Lawful Basis for Processing

Personal information is processed for the purpose of providing counselling services and managing the counselling relationship.

Where required under data protection legislation, processing is carried out on appropriate lawful bases including contractual necessity, legitimate interests, compliance with legal obligations and the provision of health-related services.

Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request completion of incomplete information
• Request restriction of processing in certain circumstances
• Object to processing in certain circumstances
• Request erasure of personal information where applicable
• Request transfer of your information where applicable

Some of these rights may be limited where legal, professional or safeguarding obligations apply.

Requests should be made using the contact details provided above. I will normally respond within one month.

Cookies

This website may use essential cookies required for the operation, security and functionality of the website.

No advertising or marketing cookies are knowingly used.

You can manage cookies through your browser settings.

Data Protection Complaints

If you have any concerns about how I collect, store or use your personal information, please contact me in the first instance.

I will acknowledge your concern, investigate the matter and aim to provide a response within 30 days.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk

Changes to This Notice

This Privacy & Data Protection Notice may be updated from time to time to reflect changes in legal requirements or professional practice. The latest version will always be available on request and on the Leamington Tutor website.

CONTACT DETAILS
Text or WhatsApp Sarah :07429 281442
Email: sarah@leamingtontutor.co.uk