Privacy Notice

We may collect the following types of information when you use our services:

• Personal information: your name, email address, telephone number and other information you provide when contacting us or using our services.

• Usage information: information about website use, such as pages visited and actions taken, where the relevant technologies are enabled and lawfully used.

• Technical information: IP address, browser, device and security information, and cookies or similar technologies.

• Service information: information you provide when enquiring about or receiving a service. For counselling, this may include relevant assessment information, brief session notes and correspondence, including sensitive health information

We use collected data to:

• Provide, administer and improve our services. Identifiable counselling information is not automatically used for unrelated development or marketing.

• Communicate about enquiries, appointments, support and service updates.

• Where we send promotional messages, follow applicable marketing rules and provide a way to opt out.

• Maintain appropriate service records and support professional supervision, safeguarding and continuity arrangements.

• Protect security, prevent fraud, respond to requests or complaints and comply with relevant legal obligations

• The detailed policy explains the lawful bases for these uses. Accepting this notice is not blanket consent for every use of your information.

We do not sell your personal information. We may share necessary information with:

• Providers supporting hosting, email, secure storage, bookings, video meetings or payments, where applicable.

• Confidential professional supervision or consultation, using the minimum necessary information and appropriate safeguards.

• Appropriate authorities or safeguarding services where disclosure is legally required or otherwise lawfully justified.

• A confidential clinical executor if a counsellor or professional practitioner dies or becomes unable to work, to contact affected clients, safeguard records and manage continuity. Notes are not automatically transferred to a new therapist.

• We explain foreseeable confidentiality limits and involve you in decisions wherever possible and appropriate. Further information is in the detailed policy.

Cookies and similar technologies may support website functions, preferences and analytics, depending on what is enabled. Our detailed policy explains the applicable arrangements.

Where consent is required, we ask before using non-essential technologies. Any analytics used without consent must meet the applicable legal exception and provide the required objection route.

We use cookies and similar technologies to:

• Enhance user experience.

• Analyze traffic and usage patterns.

• Remember your preferences.

• You can disable cookies in your browser settings, but some features of the service may not function properly.

• Where consent is required, we ask before using non-essential cookies or similar technologies.

• You can manage your cookie preferences, including opting out of optional cookies, using the cookie settings on our website.

• You can manage available choices through our website’s cookie controls and block or delete cookies in your browser.

• Browser settings do not replace our obligation to obtain consent where required.

We retain your personal information only as long as necessary to provide services or comply with legal obligations.

• We keep information for periods appropriate to its purpose and applicable requirements.

• Adult counselling records are normally retained for seven years after the final session, subject to justified preservation requirements.

• Other categories, including children’s records, have separate arrangements explained in the full policy.

Your rights depend on the processing and applicable legal conditions. Under UK data-protection law, these may include:

• Information: receive clear explanations of how your information is used.

• Access: request your personal information and relevant supporting details.

• Correction: ask us to correct inaccurate information or complete it where appropriate.

• Erasure: ask us to delete information where the legal conditions apply. We may retain some information for a justified lawful purpose and will explain relevant limitations.

• Restriction: ask us to limit processing in qualifying circumstances

• Portability: receive qualifying information in a structured, commonly used, machine-readable format.

• Objection: object to qualifying processing, including direct marketing.

• Consent withdrawal: withdraw consent where we rely on it, without affecting earlier lawful processing.

• Automated decisions: relevant protections apply to solely automated significant decisions. We do not use such decisions about counselling care.

• When you make a subject access request, Calm Growth will conduct a reasonable and proportionate search for your data.

• To make a request to exercise your data rights, please contact us at compliance@calmgrowth.org.

• We may make proportionate identity checks where necessary. For access requests, we undertake a reasonable and proportionate search and respond within applicable legal timescales, normally one month. We explain any lawful extension.

• You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Visit ico.org.uk for information about making a complaint).

• If you have concerns about how we handle your personal information, please contact us at compliance@calmgrowth.org

• Please tell us if you need this information in another accessible format.

This privacy policy is subject to change and may be updated periodically to reflect new practices or requirements.

• All privacy enquiries directed to: compliance@calmgrowth.org.

• We review this notice and update it when our practices or requirements change.

• We will communicate material changes where appropriate and show the latest date on this page.

• Our counselling privacy arrangements are informed by the ethical standards applicable to practitioners’ BACP, NCPS and/or UKCP membership or registration.

• Actual memberships are stated separately; this does not mean every practitioner belongs to all three.

• Please review this page regularly for the latest information. This page provides a summary of our privacy practices latest version and date are shown on this page. For the full Privacy Policy, please click here.