Terms and Conditions of Service: ggcounselling
Grazyna Gwarek · hello@ggcounselling.uk · 0734 093 2656
Last updated: 30 April 2026
This policy explains how ggcounselling collects, uses, and protects your personal data in accordance with UK GDPR and the Data Protection Act 2018. Please read it carefully.
1. Who Is the Data Controller?
The data controller for ggcounselling is:
Grazyna Gwarek, ggcounselling, hello@ggcounselling.uk | 0734 093 2656 | ggcounselling.uk
As a sole practitioner, Grazyna is personally responsible for how your data is handled.
2. What Personal Data We Collect
2.1 Information you provide directly
When you make an enquiry or become a client, we may collect:
Your name, email address, and telephone number
Date of birth (for client records)
Details of your presenting concerns, mental and physical health history, and other information relevant to your care
Emergency contact details
Payment information (we do not store card details; these are processed by third-party payment providers)
2.2 Information collected through use of our website
Our website may collect:
Technical data such as your IP address, browser type, and pages visited – collected via analytics cookies (where consent is given)
Information you submit through our contact form
3. Why We Use Your Data (Legal Basis)
We process your personal data on the following legal bases under UK GDPR:
Contract performance
To provide counselling sessions and manage your appointments, fees, and communications.
Legal obligation
To comply with professional and legal duties, including those set out in the BACP Ethical Framework and safeguarding legislation.
Legitimate interests
To maintain records of client work for supervision, clinical audit, and professional indemnity purposes. This is in the legitimate interests of providing safe and ethical counselling.
Special category data
Health and mental health information is ‘special category’ data under UK GDPR. We process this on the basis of Article 9(2)(h) – processing necessary for the provision of health or social care – and your explicit consent where required.
4. How We Store Your Data
Client records are stored securely. Paper records are kept in a locked cabinet. Electronic records are held in password-protected files on encrypted devices.
We do not transfer your data outside the UK or European Economic Area (EEA) without appropriate safeguards in place.
Client session notes and records are typically retained for seven years following the end of the therapeutic relationship (or until a child client reaches the age of 25), in line with professional guidance. After this period, records are securely destroyed.
5. Who We Share Your Data With
We will not sell, rent, or share your personal data with third parties for marketing purposes.
Your data may be shared in the following limited circumstances:
Professional supervision: Session content may be discussed with Grazyna’s clinical supervisor as required by the BACP Ethical Framework. Supervisors are bound by equivalent confidentiality obligations.
Legal or safeguarding obligations: Where we are required to disclose information by law, court order, or where there is a serious risk of harm to you or another person.
Third-party service providers: We use GDPR-compliant software for secure video sessions and may use a third-party payment processor. These providers act as data processors on our behalf and are bound by data processing agreements.
6. Cookies & the Website
Our website may use cookies to improve your experience and to collect anonymised analytics data. Where cookies are used, you will be asked for your consent via a cookie banner when you first visit the site.
You can withdraw cookie consent or manage your preferences at any time through your browser settings or the cookie preference tool on the website.
We do not use cookies for advertising or tracking across third-party websites.
7. Your Rights Under UK GDPR
You have the following rights in relation to your personal data:
Right of access: You can request a copy of the personal data we hold about you (a ‘subject access request’).
Right to rectification: You can ask us to correct inaccurate or incomplete data.
Right to erasure: In certain circumstances, you can ask us to delete your data. Note that this right does not apply where we are required to retain records for legal or professional reasons.
Right to restriction: You can ask us to restrict how we use your data in certain situations.
Right to object: You can object to processing based on legitimate interests.
Right to data portability: Where processing is based on consent or contract, you can ask for your data in a commonly used, machine-readable format.
Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact Grazyna at hello@ggcounselling.uk. We will respond within one calendar month.
8. Complaints
If you have concerns about how your data is handled, please raise these with Grazyna in the first instance.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): Website: http://www.ico.org.uk, Helpline: 0303 123 1113
9. Changes to This Policy
This privacy policy may be updated from time to time to reflect changes in law or our practices. The current version will always be available on our website. Material changes will be communicated to active clients.
Contact Us
Please contact Grazyna directly:
Email: hello@ggcounselling.uk, Telephone: 0734 093 2656