Warm and Friendly Counselling – Katrin Kemmerzehl
Last updated: 7 January 2026
Your privacy is very important to me. This policy explains how I collect, use, store, and protect your personal information when you visit my website or work with me in counselling, including walk-and-talk and online sessions.
I aim to be open and transparent about how your data is handled, and to ensure it is treated with care, respect, and confidentiality at all times.
This policy is written in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the NCPS Code of Ethics.
Who I am
I am Katrin Kemmerzehl, a sole trader providing person-centred counselling for adults and young people aged 16 and over.
I am registered with the Information Commissioner’s Office (ICO) as a data controller and am legally responsible for the personal data you share with me.
My approach to your data
Confidentiality is a vital part of counselling, and I take this responsibility seriously.
I only collect information that is necessary to provide counselling safely, ethically, and professionally.
Your information is handled in line with legal and ethical requirements.
This is a living document and may be updated if legislation or practice changes.
What information I collect
I collect only what I need to work with you safely and effectively. This may include:
- Personal and contact details
- Your name, address, email address, phone number, and date of birth
These details help me identify you and stay in contact about sessions.
- Health and background information
- GP and emergency contact details
- Information about your emotional wellbeing, personal history, and physical or mental health
- Family details, education, work, and social circumstances, where relevant
This information helps me offer ethical and appropriate support and would only be used in safeguarding situations, as explained in our counselling contract.
- Session records
- Brief, factual session notes to support my professional memory and continuity of care
- Communication and payments
- Emails and messages between us
- Payment and invoicing information (including bank transactions, which may be visible to your bank or HMRC)
- Website data
- Basic technical information such as your IP address, browser, or device type, which may be collected automatically when you visit my website
Please ensure the information you provide is accurate and let me know if anything changes.
Why I collect your information
Your data is used so that I can:
- Provide counselling safely and professionally
- Assess your needs and support your wellbeing
- Communicate with you about appointments
- Meet legal, ethical, and financial obligations
The main legal basis for processing your data is that it is necessary for our counselling contract, alongside your consent.
Who your information may be shared with
Your information is treated as confidential. In some limited circumstances, it may be shared:
- With my clinical supervisor, in anonymised form, for professional support
- With your GP or another professional, with your consent
- Without consent, only where legally required or if there are serious concerns about safety
These situations may include:
- Legal obligations
- Safeguarding concerns
- Serious risk to you or others
I will never sell your data or use it for unethical purposes.
Your information may also be used to:
- Maintain accurate records
- Manage accounts and tax returns
- Respond to enquiries or complaints
- Meet statutory and professional requirements
Your rights
You have the right to:
- Access your personal data
- Request corrections to inaccurate information
- Request erasure of your data (where legally possible)
Some information cannot be deleted immediately due to legal or professional requirements.
You can make requests by emailing:
warmandfriendlycounselling@gmail.com
I will respond within 30 days.
How your data is stored
I take reasonable steps to keep your information secure:
- Paper records are stored in a locked filing cabinet
- Electronic data is password-protected on my work devices
- Emails are accessed only on password-protected devices
- Phone numbers may be stored on my mobile phone
Online sessions
- Online sessions use encrypted, GDPR-compliant platforms such as Microsoft Teams or Psychology Today
- Sessions are not recorded, and I ask that you do not record them
- Please ensure you are in a private space using a secure internet connection
Walk-and-talk sessions
- These are planned with privacy in mind
- Full confidentiality cannot be guaranteed outdoors
- I will pause or change topics if others are nearby, and routes are chosen collaboratively
Please note that email is best used for appointment-related communication rather than sharing sensitive personal details, unless encryption is used.
How long your data is kept
- Session notes and key personal details are kept for 7 years after our final session
- Emails and texts are deleted when no longer needed, and within 2 months of therapy ending
- Financial records are kept for 7 years, in line with legal requirements
When data is no longer needed, it is securely deleted or anonymised.
Data breaches
A data breach refers to accidental or unlawful loss, access, or disclosure of personal information.
While I take appropriate security measures, no online system can be guaranteed to be completely secure. If a data breach occurs, I will:
- Record the breach
- Inform you where required
- Notify the ICO and other relevant authorities if appropriate
Questions or concerns
If you have any questions about this policy or how your data is handled, please contact me:
Katrin Kemmerzehl
Warm and Friendly Counselling
✉️ warmandfriendlycounselling@com
You also have the right to raise concerns with the Information Commissioner’s Office (ICO).
- © Katrin Kemmerzehl 2025 – Warm and Friendly Counselling