Last updated: 19 June 2026
Hello and Welcome
Your privacy is important to me. This notice explains how I collect, use, store, and protect your personal information when you contact me, visit my website, or engage in counselling with me.
I aim to be open and transparent about how your information is handled and to ensure it is treated with care, respect, and confidentiality.
This notice has been written in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the professional and ethical standards of the National Counselling and Psychotherapy Society (NCPS).
Who I am
I am Katrin Kemmerzehl, an integrative counsellor based in Newcastle upon Tyne, working with adults and young people aged 16 and over.
Warm and Friendly Counselling is the Data Controller for the personal information you provide.
I am registered with the Information Commissioner’s Office (ICO).
If you have any questions about this notice, you can contact me at:
warmandfriendlycounselling@gmail.com
What information I collect
I only collect information that is necessary to provide counselling safely, ethically, and effectively.
This may include:
• Your name, address, email address, telephone number, and date of birth
• Information you provide when making an enquiry
• GP and emergency contact details where appropriate
• Relevant information about your wellbeing, circumstances, and support needs
• Brief session notes
• Appointment, attendance, payment, and invoicing records
• Emails and messages relating to appointments and administration
• Limited website usage information for security and website functionality
As part of providing counselling, I may hold information relating to your physical or mental health. This information receives additional protection under UK data protection law.
Why I use your information
Your information may be used to:
• Provide counselling services
• Arrange appointments and communicate with you
• Maintain appropriate clinical and administrative records
• Meet legal, professional, safeguarding, insurance, and tax requirements
• Manage my counselling practice safely and effectively
Lawful basis for processing
Under UK GDPR, I rely on the following lawful bases:
- Contract – to provide counselling services you have requested
- Legal obligation – where I am required to comply with legal responsibilities
- Legitimate interests – to run and manage my counselling practice safely and effectively
Confidentiality
Confidentiality is an important part of the counselling relationship, and I take this responsibility seriously.
What you share in counselling is treated with care and respect.
There are some circumstances where information may need to be shared, including:
• If you give your consent
• When information is discussed anonymously as part of professional supervision
• If I am legally required to disclose information
• If there is a serious risk of harm to you or someone else
Where possible and appropriate, I will aim to discuss this with you first.
Your information is never sold or used for marketing purposes.
How your information is stored
I take reasonable steps to keep your information secure.
• Paper records are stored securely in locked storage
• Digital records are password protected and encrypted where appropriate
• Access to records is restricted to me
• Emails and messages are retained only for as long as reasonably necessary for clinical and administrative purposes and are then securely deleted
Counselling Sessions
Online sessions are delivered through secure, encrypted platforms such as Microsoft Teams, Psychology Today Sessions or Google Meet.
Walk-and-talk sessions take place outdoors. While I take care to choose suitable locations, complete confidentiality cannot always be guaranteed in public spaces.
Counselling sessions are not recorded.
How long I keep records
Records are retained only for as long as necessary.
• Session notes are normally kept for 7 years after counselling ends in line with professional, insurance, and legal considerations
• Financial records are normally kept for 7 years to meet legal and tax requirements
• Emails and messages are retained only for as long as reasonably necessary and are then securely deleted
When records are no longer required, they are securely destroyed or anonymised..
Your Rights
Under UK data protection law, you have rights regarding your personal information, including:
• The right to access the information I hold about you
• The right to request corrections to inaccurate information
• The right to request deletion in certain circumstances
• The right to restrict or object to processing in certain circumstances
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully.
If you would like to exercise any of these rights, including requesting a copy of the information I hold about you, please contact me at:
warmandfriendlycounselling@gmail.com
I will normally respond within 30 days.
Data Breaches
If a personal data breach occurs, I will:
• Assess and record what happened
• Take steps to reduce any risk
• Inform affected individuals where required
• Report the breach to the ICO where legally necessary
Data Protection Complaints
If you have any concerns about how your personal information has been collected, stored, used, shared, or retained, please contact me and I will do my best to resolve the matter fairly and promptly.
Please email:
warmandfriendlycounselling@gmail.com
Please include your name and a brief description of your concern.
I will:
• Acknowledge your complaint as soon as reasonably possible
• Investigate the matter carefully and fairly
• Keep you informed where appropriate
• Aim to provide a written response within 30 days
If you remain dissatisfied after receiving my final response, you have the right to raise a complaint with the Information Commissioner’s Office (ICO). you have the right to raise a complaint with the Information Commissioner’s Office (ICO).
Further Information
Information Commissioner’s Office (ICO)
If your concern relates to the counselling service, professional conduct, or ethical practice rather than data protection, you may also wish to contact the National Counselling and Psychotherapy Society (NCPS).
Contact
If you have any questions about this notice, you are welcome to contact me at:
warmandfriendlycounselling@gmail.com
© Katrin Kemmerzehl 2026, Warm and Friendly Counselling
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