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On this Page

​

  1. What information I collect

  2. How I use your information

  3. Counselling records

  4. Confidentiality

  5. Supervision

  6. Online counselling

  7. Who I may share information with

  8. Young people aged 16-17

  9. How long I keep your information

  10. Your data protection rights

  11. Keeping your information secure

  12. Cookies

  13. Changes to this Privacy Notice

  14. Questions or concerns

Galini Counselling is committed to respecting your privacy and protecting your personal information.
This Privacy Notice explains what information I collect, why I collect it, how I use and protect it, and what rights you have in relation to your personal information.

I am the data controller responsible for the personal information I hold about you.
Data controller: Kirstie Davies, trading as Galini Counselling
Email: kirstie.counselling@gmail.com
Telephone: 07505 353572
ICO registration number: [00014103169]

I process personal information in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, together with relevant guidance from the Information Commissioner's Office (ICO).
 

What information do I collect?
The information I collect will depend on how you interact with Galini Counselling and may include:

  • your name and contact details

  • your age or date of birth where relevant

  • information you provide through my website contact form

  • information about your reason for seeking counselling

  • information provided during counselling sessions

  • counselling and session notes

  • information relating to appointments, payments and cancellations

  • correspondence between us, including emails, text messages and WhatsApp messages

  • information relating to safeguarding where this becomes relevant

  • information necessary to provide counselling safely and appropriately.


Some of the information you may choose to share with me will be considered special category data under data protection law. This may include information about your physical or mental health, disability, sexual orientation or other sensitive aspects of your personal circumstances.
I only collect and retain information that is relevant and necessary for providing counselling and managing my professional relationship with you.

Information provided through my website
If you contact me through my website, I may collect your name, email address, telephone number, age category, contact preferences and the information you choose to provide about what you are looking for from counselling.
My contact form also asks people aged 16–17 to confirm that they are able to attend counselling independently.
I use this information to respond to your enquiry, assess whether my service is appropriate for your needs and, where appropriate, arrange an initial session.
I do not use information submitted through my contact form for marketing purposes and I do not operate a newsletter or mailing list.

How I use your information
I use your personal information where this is necessary to respond to enquiries, arrange and provide counselling, manage appointments and payments, maintain appropriate professional records, meet any legal and professional responsibilities, and protect your safety and wellbeing.Where you share sensitive information about your health or other matters that may constitute special category data, I process this in accordance with the additional requirements that apply to this type of information.

Counselling records and notes
I keep brief professional records of counselling sessions. These records help me to reflect on and maintain continuity in our work together, support safe and ethical practice, and meet my professional and legal responsibilities.
My notes are stored electronically on a password-protected computer and within password-protected electronic documents. I take reasonable steps to protect your information from unauthorised access, loss, misuse or disclosure.
I aim to keep notes factual, relevant and proportionate, and I do not record information that is unnecessary for the purposes of providing safe and appropriate counselling.
You have rights in relation to your personal information and, subject to applicable legal limitations, may request access to information I hold about you.

Confidentiality
Counselling is a confidential service and I take your privacy seriously. Information you share with me will normally remain confidential.
There are, however, circumstances in which confidentiality may need to be limited. These may include:

  • where I believe there is a serious risk of harm to you or another person

  • where there are safeguarding concerns

  • where I am legally required to disclose information

  • where disclosure is otherwise legally and ethically justified

  • where information needs to be shared as part of my professional supervision.


Wherever possible and appropriate, I will discuss any proposed disclosure with you beforehand. However, there may be circumstances where I cannot do so, particularly where doing so could increase the risk of harm or where I am legally prevented from doing so.
You will be informed about the limits of confidentiality before counselling begins.

Supervision
As a professional counsellor, I undertake regular supervision with a suitably qualified professional supervisor.Supervision is an important part of safe and ethical counselling practice and allows me to reflect on my work, consider ethical or clinical issues and ensure that I am working appropriately within my competence. I may discuss aspects of our work with my supervisor. I take care to protect your privacy and only share information that is relevant to supervision. I currently use your first name and approximate age when discussing client work in supervision.My supervisor is also professionally bound by confidentiality.

Communication between sessions
I may communicate with you by email, telephone, text message or WhatsApp in relation to appointments, payments and other practical matters. You may also choose to contact me between sessions with updates or information relating to your life or circumstances. While I will read and respond to appropriate communications, messages sent between sessions are not a substitute for a counselling session and I cannot guarantee an immediate response. Please be mindful that electronic communications can carry some privacy and security risks. I will take reasonable steps to protect information communicated to me, but no electronic communication system can be guaranteed to be completely secure.

Online counselling platforms
Depending on the arrangements we agree, I may use Zoom, Microsoft Teams, Google Meet or WhatsApp to provide online counselling. These services are provided by third-party organisations and their own privacy policies apply to information processed through their platforms.  I take reasonable steps to use these services appropriately and securely. I do not record counselling sessions unless this has been specifically discussed and agreed in advance. You are also responsible for taking reasonable steps to protect your own privacy during online sessions, such as choosing a private space where you will not be overheard.

Who might I share your information with?
I do not routinely share your personal information with other people or organisations.
There are some circumstances in which information may need to be shared, including:
 

  • with my professional supervisor as part of supervision

  • with my professional insurer, Holistic Insurance, where this is necessary in relation to an insurance matter

  • with emergency or safeguarding services where there is a serious concern about your safety or the safety of another person

  • with another professional or organisation where you have given consent for information to be shared, where appropriate

  • where I am legally required or legally authorised to disclose information.


I will only share information that is relevant and necessary for the particular purpose.

Young people aged 16–17
I offer counselling to young people aged 16 and 17 who are able to attend counselling independently. Young people aged 16–17 are treated as clients in their own right and I will respect their confidentiality and privacy. I would not routinely share information about their counselling with a parent or carer solely because they are under 18. However, the same limits to confidentiality apply. Information may need to be shared where there is a significant safeguarding concern, a serious risk of harm, or another legal or ethical reason to do so. Where appropriate, I will seek to discuss concerns with the young person before sharing information and will involve a parent, carer or relevant professional where this is necessary to support their safety and wellbeing.

How long do I keep your information?
I retain counselling records for three years after counselling ends. This period allows me to meet my professional responsibilities and respond appropriately to any concerns or complaints that may arise after counselling has ended. At the end of the three-year period, your personal information and counselling records will be securely deleted or destroyed, unless there is a specific legal or professional reason why particular information needs to be retained for longer. I will periodically review the information I hold and will not retain personal information for longer than is necessary.

Your data protection rights
Under data protection law, you may have a number of rights in relation to the personal informationI hold about you.

Depending on the circumstances, these may include the right to:
 

  • ask what personal information I hold about you

  • request access to your personal information

  • ask me to correct inaccurate or incomplete information

  • request deletion of your information where there is no longer a lawful reason for me to keep it

  • ask me to restrict how your information is processed in certain circumstances

  • object to certain types of processing

  • withdraw consent where processing is based on your consent.


These rights are subject to certain legal exceptions and may not apply in every situation.
If you would like to exercise any of your rights, please contact me using the details at the beginning of this notice.

Keeping your information secure
I take reasonable and appropriate measures to protect your personal information against unauthorised access, accidental loss, misuse, alteration or disclosure. Electronic records are protected by passwords and access controls. I will only access or use your information where it is necessary for providing counselling, managing my practice, meeting my professional responsibilities or complying with legal obligations.

Cookies and my website
My website is hosted using Wix. Like most websites, it may use cookies and similar technologies that are necessary for the
website to function.
I do not knowingly use my website to collect personal information for advertising or marketing purposes.
If this changes, I will update this Privacy Notice and, where required, provide additional information or obtain consent for
non-essential cookies.

Changes to this Privacy Notice
I may occasionally update this Privacy Notice to reflect changes to my practice, technology, legal requirements orprofessional guidance.
The most recent version will always be made available on my website.

Last updated: [1st September 2026]

Questions and concerns
If you have any questions about how I use or protect your personal information, please contact me:
Kirstie Davies – Galini Counselling
Email: kirstie.counselling@gmail.com
Telephone: 07505 353572

I welcome the opportunity to discuss any concerns with you and will do my best to resolve them.
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled appropriately.
Information Commissioner's Office
[https://ico.org.uk/make-a-complaint/]

Galini Counselling Privacy Notice

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