Privacy Policy

Privacy Policy — George McCranor Counselling Last updated: 10 September 2025

1) Who we are

• Data controller: George McCranor Counselling
• Service: Private counselling for individuals and couples in Coventry, Leamington Spa and Stratford-upon-Avon, with online sessions available
• Contact: info@georgemccranorcounselling.co.uk

2) What this policy covers This policy explains how I collect, use, store and share personal information when you use my website or services. Read it alongside any forms or notices I provide at the point of collection.

 

3) The information I collect I only collect what I need to provide safe, effective counselling and to run the practice.

• Identity details: name, title, date of birth.
• Contact details: email, phone, address.
• Background information you choose to share: relevant personal history, goals for therapy.
• Session information: notes, assessments, questionnaires, referral information.
• Special category data: health information needed to deliver counselling (for example mental and physical health, medications, risk and safeguarding information).
• Administrative information: appointment history, invoices, payments, correspondence.
• Website/technical data: IP address, device/browser type and similar analytics if cookies or analytics are enabled.

I do not intentionally collect data about children. This service is for adults.

 

4) How I collect it

• Directly from you by email, phone, contact forms and during sessions.
• From third parties with your consent. Examples: a GP, insurer or referrer.
• From website analytics tools where enabled (see Cookies and analytics).

5) Why I use your information (purposes and lawful bases) I process personal data under UK GDPR using one or more of these bases:

• Contract: to take steps at your request before starting therapy and to deliver counselling.
• Legitimate interests: to manage appointments, improve services, keep records, and respond to enquiries in a way that would be reasonably expected.
• Legal obligation: tax/financial reporting, safeguarding and regulatory requirements.
• Vital interests: where there is serious risk of harm to you or others.
• Consent: for specific activities such as processing special category health data where required, sharing information with other professionals, or sending optional updates. You can withdraw consent at any time.

6) How your health data is handled (special category data) Health data is used only to assess needs, provide counselling and keep appropriate records. Where required, I rely on Article 9(2)(h) UK GDPR (health and social care) and/or your explicit consent.

 

7) Sharing your information I keep your information confidential. I may share it only when necessary:

• With clinical supervisors, using first names or minimal identifiers, to ensure safe and effective practice.
• With other health or care professionals (for example your GP) with your consent, or without consent where there is a serious and immediate risk of harm or a legal requirement.
• With service providers that support the practice (for example secure email, scheduling, video platform, accounting or payment services). They act under contract and can only process your data on my instructions.
• With HMRC or other authorities where the law requires.
• With debt recovery services if invoices remain unpaid after reasonable notice.

I do not sell your data.

 

8) International transfers Some service providers may store data outside the UK. Where that happens, I use providers offering appropriate safeguards such as adequacy decisions or UK‑approved standard contractual clauses.

9) Security I use reasonable technical and organisational measures to protect your information, restrict access, and keep systems up to date. I do not record sessions without your written consent. Email and standard SMS are not fully secure, so please avoid sending detailed sensitive information by those channels.

10) How long I keep information (retention)

• Client records: normally 7 years after your last session.
• Records relating to anyone under 18: until the person’s 25th birthday (if applicable).
• Enquiry emails and messages where you do not become a client: up to 12 months.
• Financial records: 6 years, as required for tax.

I may retain information longer where the law requires or in connection with legal claims.

 

11) Your rights You have rights over your personal data:

• Access. Get a copy of your data.
• Rectification. Ask me to correct inaccurate or incomplete data.
• Erasure. Ask me to delete data where I have no legal reason to keep it.
• Restriction. Ask me to limit how I use your data.
• Objection. Object to processing based on legitimate interests.
• Portability. Ask me to transfer data you provided in a usable format.
• Withdraw consent. Where I rely on consent, you can withdraw it at any time.

To exercise any right, email info@georgemccranorcounselling.co.uk. I will respond within one month where possible. I may need to verify your identity. There is no fee unless the request is excessive or unfounded.

 

12) Cookies and analytics This website may use cookies or analytics to help it function and to understand usage. You can control cookies in your browser settings. If a separate Cookie Policy is provided on the site, please read it for details.

13) Third‑party links My website may link to other websites. Those sites have their own privacy policies. I am not responsible for their content or practices.

14) Complaints If you have concerns about how your data is handled, please contact me first so I can try to resolve the issue: info@georgemccranorcounselling.co.uk. You can also complain to the Information Commissioner’s Office: www.ico.org.uk or 0303 123 1113.

15) Changes to this policy I review this policy from time to time. Updates will be posted on the website with a new “last updated” date.

How to contact me Email: info@georgemccranorcounselling.co.uk Service areas: Coventry. Leamington Spa. Stratford‑upon‑Avon. Online across the UK.