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Privacy Notice

 

Last updated: June 2026

 

Your privacy matters. Choosing to contact a counsellor can feel like a big step. If you decide to get in touch, I want you to feel confident that your personal information will be treated with care, respect and confidentiality.

 

This Privacy Notice explains what information I collect, why I collect it, how I keep it safe and your rights under UK data protection law.

 

If you have any questions about this notice, please feel free to ask.

 

Who I am

 

I am Louise Burgen, an Integrative Counsellor and Specialist Mental Health Mentor, providing counselling through Exhale Counselling & Mentoring.I am a registered member of the British Association for Counselling and Psychotherapy (BACP) and work within the BACP Ethical Framework.

 

I am also registered with the Information Commissioner's Office (ICO) and comply with UK data protection legislation.

 

Contact details:

 

Exhale Counselling & Mentoring

 

Email: louise@exhale-counselling.co.uk 

 

Website: www.exhale-counselling.co.uk

 

What information I collect

 

Depending on the support you are seeking, I may collect:

  • Your name

  • Contact details (telephone number and email address)

  • Date of birth

  • GP details (where appropriate)

  • Emergency contact details

  • Information you choose to share during counselling

  • Brief session notes

  • Appointment records

  • Payment and invoicing information

  • Emails or text messages relating to appointments

 

I only collect information that is relevant to providing a safe and professional counselling service.

 

 

Why I collect your information

 

I use your information to:

 

  • Respond to your enquiry.

  • Arrange and manage appointments.

  • Provide counselling safely and effectively.

  • Maintain appropriate clinical records.

  • Meet my legal, ethical and professional responsibilities.

  • Process payments where applicable.

 

I will never sell your personal information or use it for marketing without your permission.

 

How I keep your information safe

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Protecting your information is very important to me. I take appropriate steps to keep your information secure, including:

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  • Password-protected electronic devices.

  • Secure storage of electronic records.Secure storage of any paper records.

  • Access limited to myself.

  • Regular review of the information I hold.

 

Although no online system can ever be guaranteed to be completely secure, I take reasonable steps to protect your information from unauthorised access, loss or misuse.

​

Confidentiality

​

Everything discussed within counselling is treated as confidential. However, there are rare occasions where confidentiality may need to be broken.

​

These include situations where:

​

  • there is a serious risk of harm to yourself or someone else;

  • there are safeguarding concerns involving a child or vulnerable adult;

  • disclosure is required by law or a court order;

  • there is evidence of terrorism, money laundering or other legal obligations requiring disclosure.

  • Where possible, I will always aim to discuss this with you first.

 

Clinical supervision

​

As required by the BACP Ethical Framework, I attend regular clinical supervision. Supervision helps ensure that I provide safe, ethical and effective counselling.

 

Client information discussed during supervision is kept to the minimum necessary and, wherever possible, identifying details are removed.

 

Supervisors are also bound by strict confidentiality.

 

Online counselling

 

If we work together online, sessions are usually provided using Zoom.

 

Please ensure you have access to a private, confidential space where you feel comfortable speaking openly.

 

While every effort is made to use secure technology, no internet-based service can ever be completely risk-free.

 

How long I keep information

 

In line with professional guidance:

 

  • Counselling records are usually retained for 7 years after counselling ends.

  • Financial records are retained for the period required by HMRC.

  • Enquiries that do not result in counselling will normally be deleted within 12 months, unless there is a legitimate reason to keep them for longer.

 

Once records are no longer required, they are securely destroyed or permanently deleted.

 

Your rights

 

Under UK data protection law, you have rights over your personal information.

 

These include the right to:

  • know how your information is used;

  • request access to the information I hold about you;

  • ask for incorrect information to be corrected;

  • request that information is deleted where appropriate;

  • object to certain types of processing;

  • raise concerns about how your information has been handled.

 

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

 

Data protection concerns or complaints

 

If you have any questions or concerns about how I handle your personal information, I encourage you to contact me in the first instance.

 

I will acknowledge your concern promptly, investigate the matter fairly and respond as soon as reasonably possible.

 

If you remain unhappy after I have responded, you have the right to raise your concern with the Information Commissioner's Office (ICO).

 

Information about how to do this can be found on the ICO website: https://ico.org.uk

 

Changes to this Privacy Notice

 

From time to time I may update this Privacy Notice to reflect changes in legislation, professional guidance or the way I work. The most recent version will always be available on my website.

 

Contact

 

If you have any questions about this Privacy Notice or how your personal information is handled, please contact:

 

Louise Burgen Exhale Counselling & Mentoring

Email: louise@exhale-counselling.co.uk 

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