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Information that will be held - 

Name and contact details including email address, postal address and telephone number

Date of birth and gender

Payment details

Relationship status

Ethnic origin


Anonymised counselling notes from any counselling sessions undertaken.

Doctors name and address

Any health issues disclosed.


How your information will be used

  • To provide you with our Services

  • To communicate with you and provide details of our Services

  • To arrange, cancel or reschedule appointments for counselling

  • To take payments or process refunds

  • To maintain a record of our correspondence with you

  • To record your attendance and record anonymised notes of your counselling sessions

  • To flag risks.


This information is shared in order to provide you with our Services and specifically to process your data for the following:

  • To securely process payments

  • To communicate by telephone with clients

  •  Record anonymised notes of counselling sessions.


Your rights

Under General Data Protection Regulations you have the following rights regarding the data that we collect and process in the delivery of our services. These are:


  • The right to be informed about the collection and processing of your data – covered by this privacy policy statement

  • The right of access to your data, specifically:

  • The right to confirmation that your data is being processed

  • The right to access your personal data held by Spirit and Soul Counselling

  • The right to rectification of your data if it is inaccurate or incomplete

  • The right to be forgotten – your right to request deletion or removal of data held by Spirit and Soul Counselling

  • The right to restrict processing of your data by Spirit and Soul Counselling: You have the right to object to us processing your personal information if we are not entitled to use it anymore, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.



How long do we keep your information for

We will keep your personal data in order to provide you with our Services. Your personal information will be retained in accordance with law and regulation, and we will never retain your data for longer than permitted under law and regulation.


  • Information regarding counselling appointments

  • Paper copies: retained for 6 months

  • Electronic copies: retained for 3 years after the conclusion of any counselling sessions

  • Counselling records are retained for a period of 7 years after the conclusion of any counselling sessions in line with COSCA guidelines.

  • Payment information is kept for 7 years

  • Complaints information is retained for a period of 30 years.


Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

If you wish to exercise any of your rights as set out above, have a question about this policy, have a question about the way your personal data is processed, or a complaint about this policy, please contact us by email or by post:


Your rights also allow you to lodge a complaint with the Information Commissioner. To find out more visit


Privacy Policy - Who We Are

Spirit & Soul Counselling is the trading name of Kirsty McCarroll, the website address is

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