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, a person-centred, integrative counsellor based in Newcastle upon Tyne, working with adults and young people aged 16 and over.
I am the Data Controller for the personal information I hold and process in connection with my counselling practice.
I am registered with the Information Commissioner’s Office (ICO).
If you have any questions about this notice, please 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 about your physical or mental health. This is known as special category data and 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
Your information is not sold or used for marketing purposes.
Lawful basis for processing
Under UK GDPR, I rely on the following lawful bases for processing your information, depending on the circumstances:
Contract – to provide the counselling services you have requested and manage our counselling arrangements.
Legal obligation – where I am required to process information to comply with a legal responsibility.
Legitimate interests – where processing is necessary to run and manage my counselling practice safely and effectively, provided this does not override your rights and freedoms.
Some of the information you may share with me during counselling may relate to your physical or mental health. This is known as special category data and is given additional protection under UK data protection law. I take care to handle this information appropriately and in line with the relevant requirements of data protection law.
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 for information to be shared
- When information is discussed as part of professional supervision, taking care not to disclose identifying information
- If I am legally required to disclose information
- If there is a serious risk of harm to you or someone else
- Where sharing information is necessary for safeguarding or another legal requirement
Where possible and appropriate, I will aim to discuss this with you first.
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
I use trusted third-party services to support the running of my practice, including email, online counselling, website and payment services. Where these services process personal information on my behalf, I take reasonable steps to ensure appropriate security and data protection arrangements are in place.
Counselling Sessions
Online sessions are delivered through secure platforms such as Microsoft Teams, Psychology Today Sessions or Google Meet. These platforms have security measures in place, although no online platform can be guaranteed to be completely risk-free.
Walk-and-talk sessions take place outdoors. While I take care to choose suitable and quieter locations, it is not possible to guarantee complete privacy or confidentiality in a public space.
Counselling sessions are not recorded.
How long I keep records
Records are retained only for as long as necessary and in line with relevant legal, professional and insurance requirements.
- Session notes are normally kept for 7 years after counselling ends
- 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 for clinical and administrative purposes
When records are no longer required, they are securely destroyed or deleted.
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 complain to the Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully.
If you would like to exercise any of your data protection rights, including requesting a copy of the information I hold about you, please contact me at:
warmandfriendlycounselling@gmail.com
I will normally respond within one month, in accordance with UK data protection requirements.
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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