Understand the privicy policy for know your own mind | Learn and Stay Informed

Privacy Policy – Know Your Own Mind Counselling
Last updated: June 2026
I take your privacy seriously. This Privacy Policy explains what personal information I collect, why I collect it, how I use it, and the rights you have under UK GDPR. It applies to all counselling services provided by Know Your Own Mind, whether in person, online, or by phone.

1. Who I Am
Know Your Own Mind Counselling Higham Ferrers, Northamptonshire (NN10) Email: nikki@knowyourownmind.co.uk ICO Registration Number: ZA442564 Data Controller: Nikki (Counsellor & Owner)
 
2. What Information I Collect
I collect and process the following types of information:
Personal details

• Name

• Contact details (email, phone number)

• Emergency contact information

Administrative information

• Appointment bookings

• Payment records

• Emails or messages you send me

Special category data (sensitive information)
As a counsellor, I may process information relating to:

• Mental health

• Trauma history

• Neurodiversity (e.g., ADHD, autism)

• Physical health conditions

• Life events, relationships, and personal experiences

I only collect what is necessary to provide safe, ethical counselling.
 
3. How I Collect Your Information

• When you contact me via email, phone, or my website contact form

• During our sessions

• Through my booking or note‑keeping systems

• When you visit my website (cookies and analytics)
   

4. Why I Use Your Information (Lawful Bases)
Under UK GDPR, I rely on the following lawful bases:
Contract
To provide counselling sessions, communicate with you, and manage appointments.
Legitimate Interests
For running my practice safely and efficiently, including:

• Responding to enquiries

• Keeping basic records

• Protecting my business from misuse

Vital Interests
If I believe you or someone else is at serious risk of harm.
Legal Obligation
I must keep counselling records for 7 years, in line with professional and insurance requirements.
Explicit Consent
For processing special category data (e.g., health information) and for online therapy.
 
5. How I Store and Protect Your Information
I store your information securely using encrypted, password‑protected systems. I do not share your information with third parties unless:

• You give explicit consent

• I am legally required to (e.g., court order)

• There is a safeguarding concern

• My supervisor needs to review my work (they do not receive identifying details)

I never sell or use your data for marketing.
 
6. How Long I Keep Your Information

• Counselling notes: 7 years after our final session

• Enquiry emails: up to 12 months

• Contact form submissions: up to 12 months

• Website analytics: varies depending on cookie settings

After this time, information is securely deleted or destroyed.
 
7. Your Rights
You have the right to:

• Access your information

• Correct inaccurate information

• Request deletion (in some circumstances)

• Restrict or object to processing

• Withdraw consent

• Request a copy of your data

To exercise any of these rights, email me at nikki@knowyourownmind.co.uk.
 
8. Cookies and Website Analytics
My website (www.knowyourownmind.co.uk (knowyourownmind.co.uk in Bing)) uses cookies for:

• Basic site functionality

• Security

• Visitor analytics (e.g., Wix, Google Analytics)

You can manage or disable cookies through your browser settings.
 
9. Online Therapy
If we work online:

• Sessions take place via Zoom

• Zoom uses end‑to‑end encryption

• I recommend using a private space and secure internet connection

• I do not record sessions
   

10. How to Complain
If you have concerns about how I handle your personal data, please contact me so I can put things right.
Email: nikki@knowyourownmind.co.uk
I will acknowledge your complaint within 30 days and investigate it without undue delay.
If you are not satisfied with my response, or prefer not to raise the matter with me first, you can contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office (ICO) Website: www.ico.org.uk Telephone: 0303 123 1113
You do not need to contact me first before going to the ICO.

 
11. CCTV
CCTV operates outside the building where my counselling room is located. The purpose of this CCTV is security and crime prevention. The cameras are positioned to monitor the entrance and surrounding areas only. They do not record inside the counselling room or any private therapy space.
What CCTV captures

• Video footage of people entering or leaving the premises

• Video footage of the surrounding external area

• No audio is recorded

Why CCTV is used (Lawful Basis: Legitimate Interests)
CCTV is used to:

• Protect the safety of visitors

• Deter and detect crime

• Safeguard the premises

How long CCTV footage is kept
CCTV footage is normally retained for up to 30 days, unless it needs to be kept longer for security or legal reasons (e.g., an incident requiring investigation).
Who has access
CCTV footage is controlled by the building owner/manager. I do not routinely access CCTV footage. Footage may be shared with law enforcement if required.
Your rights
You have the right to request access to CCTV footage that includes you. Requests can be made by emailing: nikki@knowyourownmind.co.uk
For security reasons, identification may be required before footage can be released.
 
12. Changes to This Policy
I may update this Privacy Policy from time to time. The latest version will always be available on my website.