Privacy Policy for Counselling and Psychotherapy Clients
*In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018*
Version: 1.1 | Last Updated: June 2025
1. Data Controller
As your therapist, I, Natascha Gonnermann, am the Data Controller. This means I am responsible for how your personal information is collected, used, and stored. “Processing” includes the organisation, retrieval, consultation, use, storage, and destruction of information, and its disclosure to others where necessary.
2. How Your Information is Used
The information you provide is used primarily to assess your needs and provide therapy services to you—whether in person, by telephone, or online.
I also use your data to:
- Maintain accurate records
- Respond to your enquiries
- Investigate complaints
- Fulfil my legal, professional, or insurance obligations
- Ensure the accuracy and quality of my services
Some anonymised information may be shared with my clinical supervisor as part of professional practice. This is a confidential process, and you will not be identifiable from the information shared.
3. Lawful Basis for Processing
The lawful bases I rely on for processing your data include:
- Your explicit consent
- Fulfilment of a contract (i.e. provision of therapy services)
- Compliance with legal obligations
- Protection of vital interests (e.g., safeguarding)
- Pursuit of legitimate interests (e.g., professional record-keeping)
4. How Your Information is Stored
All client information is stored securely using Zanda Health, a secure third-party platform designed for managing therapy services. This includes session notes, contact details, appointment history, and related documents. Zanda Health is password-protected, encrypted, and fully compliant with UK GDPR standards. No paper records are kept.
5. Sharing Your Information
Your information is kept strictly confidential and is not used for marketing purposes. However, it may be shared in the following exceptional circumstances:
- If there is a risk of serious harm to yourself or others
- If a child or vulnerable adult is at risk
- For the prevention or detection of a crime
- If required by a court of law
- With relevant medical professionals, with your consent (unless in an emergency)
Any sharing of information will only occur where legally and ethically appropriate, and where I am satisfied the recipient is entitled to receive it.
6. Your Rights
Under data protection law, you have the right to:
- Access the information I hold about you
- Request corrections to inaccurate or incomplete information - Request deletion of your information, where appropriate
- Restrict or object to the processing of your data
- Request the transfer of your data to another provider
- Withdraw your consent at any time
- Lodge a complaint with the Information Commissioner’s Office (ICO) To learn more about your rights, visit: https://ico.org.uk
7. Requesting Deletion or Correction
If you believe the information I hold is incorrect or if you wish to have your information deleted, please contact me. I will take reasonable steps to comply with your request unless there is a valid reason to retain the information (e.g., legal, insurance, or professional obligations).
8. Use of Digital Platforms
I will only use Zanda Health, a secure third-party platform, to manage therapy bookings, store clinical notes, and handle client communication. Zanda Health acts as a data processor and is contractually required to adhere to UK GDPR standards, including secure handling and storage of personal data.
9. Contact
If you have questions about how your data is handled, please contact me directly: Email: privacy@vitanovatherapy.co.uk
Website: https://www.vitanovatherapy.co.uk
Provision of Consent
I consent to Natascha Gonnermann (psychotherapist) using my personal data in accordance with the terms outlined in this Privacy Policy. I understand that I may request changes or deletion
of my data, subject to legal and professional requirements.
Therapist Name: Natascha Gonnermann
Client Full Name: ____________________________________
Date Agreed: ____________________________________
Time Agreed: ____________________________________
Client Signature: _________________________________
Therapist Signature: ______________________________