Privacy Policy
Jane Wrafter Counselling
Last updated: August 2026
About this privacy notice:
I take your privacy seriously and want you to feel confident about how your personal information is collected, used and stored when you work with me.
This Privacy Notice explains what information I collect, why I collect it, how I keep it safe, who I may share it with, how long I keep it and what rights you have in relation to your personal information.
I am responsible for the personal information I hold and process in connection with my psychotherapy practice.
Jane Wrafter Counselling
Therapist:Jane Wrafter, MBACP
Email: janetherapy123@outlook.com
Telephone: 07961 801914
2. What information I collect
Depending on our work together, I may collect and hold information including:
* Your name and contact details, such as your email address and telephone number.
* Information needed to arrange and manage your therapy sessions.
* Information relating to payments and invoices.
* Information you choose to share with me during therapy.
* Information about your mental or physical health where this is relevant to your therapy.
* Relevant information about your personal circumstances, relationships, family, work or other areas of your life that you choose to discuss during therapy.
* Emergency contact or other relevant information where this is appropriate for your safety and wellbeing.
* Correspondence between us, including emails and WhatsApp messages relating to your therapy.
* Brief clinical notes relating to our sessions.
3. How I collect your information
I normally collect information directly from you when:
* You contact me to enquire about therapy.
* We arrange an initial consultation or therapy session.
* You provide information during our sessions.
* You communicate with me by email or WhatsApp.
* You provide information on forms or documents relating to your therapy.
In some circumstances, information may be provided by another person or professional where this is necessary and appropriate, for example in relation to your safety or care.
4. Why I use your information
I use your personal information to:
* Respond to enquiries and arrange appointments.
* Provide psychotherapy safely and appropriately.
* Maintain appropriate clinical records.
* Communicate with you about your therapy.
* Process payments and maintain appropriate financial records.
* Reflect on and supervise my clinical work.
* Meet my professional, legal and ethical responsibilities.
* Respond appropriately where there are serious concerns about your safety or the safety of another person.
* Deal with complaints or other concerns.
* Comply with legal or regulatory requirements where necessary.
I do not use your therapy information for marketing purposes.
5. My lawful basis for using your information
Data protection law requires me to have a lawful basis for processing your personal information.
Where I process information concerning your health or other special category information as part of providing psychotherapy, I will rely on an appropriate additional condition under UK data protection law for processing special category data.
Where processing is necessary to protect someone's vital interests, including in an emergency, I may rely on the relevant lawful basis provided by data protection law.
I will only use your information for purposes that are compatible with the purposes explained in this Privacy Notice, unless there is another lawful reason for doing so.
6. Confidentiality
Your therapy is confidential, subject to the limits explained in your Therapy Agreement.
Information may be discussed as part of my professional supervision. This is an important part of ethical psychotherapy practice and helps me to reflect on my work and provide safe and appropriate therapy.
Where your therapy is discussed in supervision, I will keep identifying information to a minimum wherever possible.
There may also be circumstances where I am legally or professionally required to share information, or where I believe there is a serious and immediate risk of significant harm to you or another person.
Where possible and appropriate, I would discuss this with you before sharing information.
7. Who I may share information with
I do not routinely share your personal information with other people or organisations.
Information may be shared where necessary and appropriate with:
* My professional supervisor, for the purposes of clinical supervision.
* Relevant healthcare or other professionals where this is necessary for your care and you have agreed to this, where appropriate.
* Emergency services or other appropriate authorities where I believe there is a serious and immediate risk to your safety or the safety of another person.
* Professional, legal or regulatory bodies where I am legally or professionally required to do so.
* Service providers who help me operate my practice, where necessary and subject to appropriate confidentiality and data protection arrangements.
I will only share information that is necessary and appropriate for the particular circumstances.
8. How I store and protect your information
Your therapy records are stored electronically on a secure, password-protected device.
I take all possible reasonable steps to protect your personal information against unauthorised access, loss, misuse, alteration or disclosure.
I keep identifying information to the minimum reasonably necessary for the purposes of providing therapy and managing my practice.
I will not knowingly sell your personal information or use your therapy information for advertising or marketing.
9. Email and WhatsApp
I may use email and WhatsApp to communicate with you about practical matters relating to your therapy, such as arranging appointments.
Please be aware that electronic communication carries some inherent privacy and security risks. I will take reasonable steps to protect information, but no electronic communication system can be guaranteed to be completely secure.
I ask that you avoid sending detailed therapeutic or highly sensitive information by email or WhatsApp. Our therapeutic work should take place within the therapy session wherever possible.
10. Online therapy
Therapy sessions currently take place online.
You are responsible for finding a private and confidential environment for your sessions. I will ensure that I conduct sessions from a private and appropriate environment.
I do not record therapy sessions unless this has been specifically discussed and agreed in advance.
11. How long I keep your information
I retain therapy records for up to 7 years after the end of therapy, unless there is a legal, professional or other legitimate reason to retain them for longer.
At the end of the relevant retention period, information will be securely deleted or destroyed.
Financial records may need to be retained for a different period in accordance with legal and tax requirements.
12. Your rights
Depending on the circumstances and subject to certain legal exceptions, you have rights under UK data protection law, including the right to:
* Ask for a copy of the personal information I hold about you.
* Ask for inaccurate or incomplete information to be corrected.
* Ask for your information to be deleted in certain circumstances.
* Ask for processing of your information to be restricted in certain circumstances.
* Object to certain types of processing.
* Request transfer of certain information to another organisation where the right to data portability applies.
* Withdraw consent where I am relying on consent as the lawful basis for processing.
Some of these rights are subject to legal limitations, particularly where information forms part of professional or clinical records.
If you would like to exercise any of your rights, please contact me using the details at the beginning of this Privacy Notice.
13. Data breaches
If I become aware of a personal data breach, I will assess the situation and take appropriate steps to contain and address it.
Where legally required, I will notify the Information Commissioner's Office (ICO) and/or affected individuals within the required timescales.
14. Cookies and my website (www.jane-wrafter-counselling.com)
If you visit my website, it may use cookies or similar technologies.
Information about any cookies used by the website, including their purpose and how you can manage them, will be provided through the website's cookie information where applicable.
15. Changes to this Privacy Notice
I may update this Privacy Notice from time to time to reflect changes in my practice, technology or data protection requirements.
The most recent version will be made available to clients and on my website where appropriate.
16. Questions or concerns
If you have any questions about how I use your personal information, please contact me:
Jane Wrafter
Jane Wrafter Counselling
Email: janetherapy123@outlook.com
Telephone: 07961 801914
If you are unhappy with how I have handled your personal information, I would encourage you to contact me first so that I can try to resolve your concern.
You also have the right to complain directly to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled appropriately.
Information Commissioner's Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: [www.ico.org.uk](http://www.ico.org.uk)
17. Acknowledgement
I will provide this Privacy Notice before or when I collect your personal information for the purposes described above.
You do not need to sign this Privacy Notice. By continuing to provide personal information and engage in therapy, you acknowledge that you have been given access to this information.
This Privacy Notice should be read alongside my Therapy Agreement.