Privacy Notice | Your Pace Therapy

Last updated: 27 October 2026

1. Introduction

At Your Pace Therapy, I respect your privacy and am committed to protecting your personal information. This Privacy Notice explains how I collect, use, store and protect your personal data when you visit my website, contact me about counselling or engage in counselling sessions.

I handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable data protection requirements.

2. Who I am

Practice name: Your Pace Therapy

Data controller: Joanne Coleman

Email: jo@yourpacetherapy.co.uk

Website: www.yourpacetherapy.co.uk

I am responsible for ensuring that personal information is handled lawfully, fairly and securely.

3. What information I collect

I may collect the following information:

Contact details: Your name, address, DOB, next of kin, email address and telephone number.
Enquiry information: Information you provide when contacting me about counselling.
Counselling records: Relevant personal information you share during counselling, including information about your emotional and psychological wellbeing.
Administrative information: Appointment details, attendance records, correspondence and payment information.
Website information: Technical information, including cookies and usage data, where applicable.

Information relating to your mental health is considered special category personal data and requires additional protection under data protection law.

4. How I use your information

I use your information to:

Respond to enquiries and arrange appointments.
Provide and administer counselling services.
Maintain appropriate counselling and administrative records.
Manage payments and related administration.
Meet applicable legal, professional and record-keeping obligations.
Maintain the security and operation of my website.

I collect only information that is relevant and necessary for these purposes.

I use WhatsApp for client bookings and cancellations, which is encrypted.

Email - Open-Source, Browser-Based Roundcube webmail, which is password-protected and provided by Webhealer Hosting.

The Initial consultation form - I use Microsoft Word, which is stored on my personal laptop and password-protected.

5. Lawful basis for processing

Under UK GDPR, I must have a lawful basis for processing personal information and an additional legal condition for processing special category data, such as information about your mental health.

Depending on the purpose, the lawful basis may include taking steps before entering into a contract, performing a contract, complying with a legal obligation or pursuing legitimate interests where appropriate.

For special category data, I will also rely on an applicable condition under Article 9 UK GDPR and, where required, the Data Protection Act 2018.

The specific lawful bases and conditions applicable to my practice will be documented and applied to the relevant processing activities.

6. How I protect your information

I take appropriate steps to protect your personal information against loss, misuse, unauthorised access or disclosure.

These measures may include password-protected devices, secure electronic storage, restricted access to records and secure disposal of information when it is no longer required.

7. Sharing your information

I do not sell your personal information.

Where necessary and appropriate, I may share relevant information with my professional supervisor, service providers supporting my practice, professional advisers or relevant authorities where required or legally justified.

Where third-party providers process personal information on my behalf, I will take appropriate steps to ensure suitable data protection arrangements are in place.

8. How long I keep your information

I retain personal information only for as long as necessary, taking account of the purpose for which it was collected and any applicable legal, professional, insurance and record-keeping requirements.

My retention periods are:

Counselling records: 7 years
Financial records: In accordance with applicable legal and tax requirements.
Website and cookie information: In accordance with the relevant retention settings and requirements.

When information is no longer required, it will be securely deleted or destroyed unless there is a lawful reason to retain it.

9. Cookies and website services

My website may use cookies or similar technologies to support its operation, understand website usage or improve the visitor experience.

Where required, consent will be obtained before non-essential cookies are used.

Details of the cookies, analytics tools, contact forms and other third-party services used on www.yourpacetherapy.co.uk will be provided in the relevant cookie information or settings.

10. Your data protection rights

Under UK GDPR, you may have the right to:

Request access to your personal information.
Ask for inaccurate information to be corrected.
Request deletion of information in certain circumstances.
Request restriction of processing in certain circumstances.
Object to certain types of processing.
Request data portability where the relevant conditions apply.
These rights are subject to applicable legal conditions and exemptions.

To exercise your rights, please contact me at jo@yourpacetherapy.co.uk.

11. Complaints

If you have concerns about how your personal information is handled, please contact me in the first instance so that I can address your concerns.

I hold a ICO Data Protection Registration Certificate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Website: https://ico.org.uk/make-a-complaint/

12. Changes to this notice

I may update this Privacy Notice to reflect changes in my practice, website, legal requirements or data protection arrangements. The latest version will be published on this website, with the date of the latest update.

Contact

Your Pace Therapy

Email: jo@yourpacetherapy.co.uk

Website: www.yourpacetherapy.co.uk