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Last Updated: November 2026

This Privacy Policy explains how Jenny Hodsdon collects, uses, stores and protects your personal information in accordance with UK GDPR and the Data Use and Access Act 2025 (DUAA).

This policy applies to:

• counselling and psychotherapy services

• supervision

• online and in-person training

• courses and digital products

• websites and online platforms

• email communications

By using my services or website, you agree to the terms outlined within this policy.

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DATA CONTROLLER DETAILS

Data Controller: Jenny Hodsdon

Email: jenny@meadowscounselling.co.uk

Website:

• www.meadowscounselling.co.uk

You may contact me at any time regarding questions about your personal information.

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WHAT INFORMATION I MAY COLLECT

Depending on the services you access, I may collect:

• your name

• email address

• telephone number

• postal address (where necessary)

• emergency contact details

• GP details (where relevant to therapeutic work)

• session notes

• assessment forms

• safeguarding or risk-related information

• booking and attendance records

• payment and invoicing information

• course participation information

• feedback forms and questionnaires

• website usage information via cookies and analytics

I aim to only collect information that is necessary, relevant and proportionate to the services being provided.

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LAWFUL BASIS FOR PROCESSING INFORMATION

I process personal information under the following lawful bases:

Legitimate Interests

I process information where necessary to safely, ethically and professionally provide counselling, supervision, training and wellbeing services.

I aim to minimise intrusion into privacy and only collect information necessary for the work being undertaken.

Contractual Necessity

Where you purchase or enrol in services, courses, memberships or events, I process information necessary to fulfil those agreements.

Legal Obligations

I may process information where required by law, including safeguarding responsibilities, legal requests, insurance obligations, fraud prevention, or court orders.

Vital Interests & Recognised Legitimate Interests

In situations involving serious risk of harm, safeguarding, public protection, crime prevention, or emergency situations, I may share relevant information with appropriate organisations including healthcare providers, safeguarding teams or the police where necessary.

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HOW YOUR INFORMATION MAY BE USED

I may use your information to:

• provide therapy, supervision, or training services

• manage bookings and appointments

• communicate important service updates

• provide course access and certificates

• maintain professional records

• comply with legal and ethical responsibilities

• improve my services

• manage safeguarding concerns or risk issues

• respond to enquiries or complaints

I do not sell your personal information to third parties.

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CONFIDENTIALITY & THERAPEUTIC RECORDS

All therapeutic work is treated confidentially within legal and ethical limits.

Information may only be shared where:

• there is serious risk of harm

• safeguarding concerns arise

• disclosure is required by law

• there is a legal obligation

• professional supervision is required

Professional supervision may involve discussion of client work in anonymised form to support ethical and safe practice.

Session notes are brief, factual and securely stored.

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ONLINE SESSIONS & DIGITAL PLATFORMS

I may use secure third-party platforms including:

• Zoom

• Whatsapp

• Doxyme

• Google Workspace

 

These platforms maintain their own privacy and security policies.

Some platforms may process data outside the UK using recognised international data protection safeguards.

I aim to use reputable providers with appropriate security measures in place.

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DATA RETENTION

I retain information only for as long as necessary.

Typical retention periods include:

• Therapy records: usually 7 years after services end

• Training and certificate records: as reasonably required

Information no longer required is securely deleted or destroyed.

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SUBJECT ACCESS REQUESTS (SARs)

You have the right to request access to the personal information I hold about you.

Requests can be made in writing via email: jenny@meadowscounselling.co.uk

I will carry out reasonable and proportionate searches in accordance with UK GDPR and the Data Use and Access Act 2025.

I will require proof of identity before releasing information.

 

YOUR RIGHTS

Under UK GDPR you may have rights to:

• access your information

• correct inaccurate information

• request erasure of information

• restrict processing

• object to processing

• withdraw consent

• request data portability

• complain about how your information is used

Some rights may be limited where legal, safeguarding or professional obligations apply.

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DATA PROTECTION COMPLAINTS

If you have concerns regarding how your personal information has been used, processed, stored or shared, you have the right to make a complaint.

Complaints may be submitted:

• by email to jenny@meadowscounselling.co.uk

I aim to:

• acknowledge complaints within 30 days

• investigate concerns appropriately

• provide a response without undue delay

If you remain dissatisfied following my response, you may escalate your complaint to the Information Commissioner’s Office (ICO).

ICO website:

Information Commission's Office

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WEBSITE COOKIES & ANALYTICS

My website may use cookies and analytics tools to help improve user experience and understand website usage.

This may include anonymous information such as:

• browser type

• pages visited

• time spent on pages

• device type

You can manage cookie settings through your browser preferences.

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LINKS TO OTHER WEBSITES

My website may contain links to external websites. I am not responsible for the privacy practices or content of external sites.

Please review the privacy policies of external websites separately.

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POLICY UPDATES

This Privacy Policy may be updated periodically to reflect legal, ethical or operational changes.

The latest version will always be available on my website.

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CONTACT

If you have any questions regarding this Privacy Policy or how your information is used, please contact:

Jenny Hodsdon
Email: jenny@meadowscounselling.co.uk

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DATA PROTECTION COMPLAINTS PROCEDURE

If you are concerned about how your personal information has been collected, stored, processed or shared, you have the right to make a complaint.

Complaints can be made:

• by email

Please include:

• your name

• contact details

• details of your concern

• any relevant dates or information

I will:

• acknowledge your complaint within 30 days

• review the concern appropriately

• keep you informed where necessary

• aim to resolve matters without undue delay

If you remain dissatisfied following my response, you have the right to escalate your complaint to the Information Commission's Office

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SOCIAL MEDIA PLATFORMS

I have a presence on a number of social media platforms including Facebook and Instagram where I share mental health information.

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Professional Memberships etc

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I am insured with Oxygen Insurance

I am an accredited registrant with the National Counselling and Psychotherapy Society

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