Privacy Notice

1. Who we are

Respair Therapy C.I.C. is a Community Interest Company providing psychotherapy, therapeutic movement services, and community wellbeing projects for adults, children, and families.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Respair Therapy C.I.C. is the data controller. This means we are responsible for deciding how and why your personal data is processed.

2. Contact details

Email: admin@respairtherapy.org
Telephone: 07957 185583

The person responsible for data protection matters at Respair Therapy C.I.C. is Debbie Sheringham.

3. Personal data we collect

The personal data we collect depends on how you engage with us.

a. Enquiries and general contact

• Name

• Email address

• Telephone number

• Any information you choose to include when contacting us
  
  

b. Psychotherapy and therapeutic services

• Contact details

• Date of birth

• Emergency contact details

• Information relevant to therapy, including mental health and emotional wellbeing

• Session notes and clinical reflections

• Safeguarding information where relevant
  
  

c. Children and young people

Where we work with children or young people, we may also collect:

• Parent or carer contact details

• School or setting details

• Information relevant to the child’s emotional, psychological, or developmental needs
  
  

d. Website use

• Anonymised website usage data collected via Google Analytics, such as pages visited and time spent on the site
  
  

We do not knowingly collect personal data from children through our website.

4. Special category data

As a provider of psychotherapy and therapeutic services, we process special category personal data, including information about mental health and emotional wellbeing.

This data is processed with a high level of confidentiality and care, in accordance with UK GDPR, safeguarding obligations, and relevant professional and ethical standards.

5. How we collect your data

We collect personal data:

• Directly from you when you make contact, book sessions, or engage in therapy

• From parents or carers where services involve children

• From schools, local authorities, or organisations where services are provided under agreement

• Automatically, in anonymised form, through website analytics

6. Why we collect your data and our lawful bases

Under UK GDPR, we rely on the following lawful bases and special category conditions.

a. Provision of psychotherapy and therapeutic services

• Lawful basis: Contract

• Special category condition: Provision of health or social care
  
  

This includes assessment, therapeutic work, clinical record keeping, and professional communication relating to your care.

b. Responding to enquiries

• Lawful basis: Legitimate interests

We have a legitimate interest in responding to enquiries about our services.

c. Safeguarding and legal responsibilities

• Lawful basis: Legal obligation or vital interests

• Special category condition: Substantial public interest

This applies where there are safeguarding concerns or a risk of serious harm.

d. Marketing communications

• Lawful basis: Consent
  You may withdraw consent at any time by contacting us.

e. Website analytics

• Lawful basis: Legitimate interests

Analytics data is anonymised and used to monitor and improve website performance.

7. Who we share personal data with

We only share personal data where it is necessary, proportionate, and lawful to do so. This may include:

• Professional supervisors, using anonymised information where possible

• Schools, local authorities, or referring organisations, where this has been agreed or is required

• Safeguarding bodies or statutory authorities, where we are legally required to do so
  
  

We may also share data with trusted service providers who support our operations, including:

• Email and communication providers

• Website hosting services

• Secure digital or physical storage providers
  
  

All third parties are required to handle personal data securely and in accordance with data protection law.

We do not sell personal data.

8. Data storage and security

We take appropriate technical and organisational measures to protect personal data.

• Digital records are password protected, encrypted where appropriate, and access is restricted

• Paper records are stored securely and locked when not in use
  
  

Access to personal data is limited to those who need it for legitimate purposes.

9. How long we keep your data

Enquiries

Personal data relating to enquiries that do not result in ongoing work is retained for up to 2 years.

Adult psychotherapy clients

Clinical records are retained for 7 years after the end of therapy, in line with professional, insurance, and safeguarding guidance.

Children and young people

Clinical records are retained until the client reaches 25 years of age, reflecting safeguarding responsibilities and professional standards.

Marketing data

Personal data used for marketing purposes is retained until consent is withdrawn.

After the relevant retention period, data is securely deleted or destroyed.

10. Your data protection rights

Under data protection law, you have the right to:

• Access your personal data

• Request correction of inaccurate or incomplete data

• Request erasure of your data, in certain circumstances

• Restrict processing in certain circumstances

• Object to processing in certain circumstances

• Request data portability
  
  

You do not have to pay a fee to exercise your rights. We will respond to valid requests within one month.

To exercise your rights, please contact:
admin@respairtherapy.org

11. How to complain

If you have concerns about how we use your personal data, please contact us in the first instance at:
admin@respairtherapy.org

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk

12. Changes to this privacy notice

We may update this privacy notice from time to time.
The most recent version will always be available on our website.