Privacy Policy
Last updated: 31/03/2026
Moon River Counselling is committed to protecting your privacy and handling your personal information with sensitivity, care, and transparency. This policy explains what information I collect, why I collect it, how it is used, and the rights you have under UK data protection
Moon River Counselling
Sole Trader: Rachael Quinlan
Email: rachael@moonrivercounselling.com
Phone:
I am a registered member of the British Association for Counselling and Psychotherapy (BACP) and I work in accordance with the BACP Ethical Framework for the Counselling Professions, including its guidance on confidentiality, record‑keeping, and data protection.
I am also registered with the Information Commissioner’s Office (ICO) as a data controller and follow the UK GDPR and the Data Protection Act 2018I collect and process the following types of personal data:
Contact Information
Name
Email address
Telephone number
Administrative Information
Appointment details
Invoices and payment records
Special Category Data (Sensitive Information)
Information you share with me as part of the counselling process
Background information relevant to therapy
Clinical notes
Website Data
Information submitted through the contact form
Basic technical data (e.g., cookies or analytics, if enabled)
Why I Collect Your Information (Lawful Basis)
I process your information under the following lawful bases:
Contract
To provide counselling services and communicate with you about appointments.
Legitimate Interests
To run and manage my practice safely and professionally.
Legal Obligation
For record‑keeping, safeguarding, and compliance with insurance requirements.
Special Category Data Condition
I process sensitive information under the condition of:
“Provision of health or social care” (UK GDPR Article 9(2)(h)).
Consent
Used only for specific purposes such as:
Sharing information with third parties (e.g., GP)
Optional communications
You may withdraw consent at any time.
How Your Information Is Used
I use your information to:
Arrange and manage counselling sessions
Provide therapeutic support
Maintain clinical records
Respond to enquiries
Meet ethical, legal, and professional obligations
I do not use your data for marketing unless you explicitly opt in.
How Your Information Is Stored and Protected
I take data security seriously. Your information is stored in:
Encrypted digital systems for clinical notes
Password‑protected devices
Secure email and practice management tools (where used)
Clinical notes are retained for 10 years from the end of our work together, in line with professional guidance and insurance requirements. After this period, they are securely deleted.
These practices are consistent with the BACP Ethical Framework and its expectations around safe, confidential record‑keeping.
When Information May Be Shared
Your information is confidential. As a BACP‑registered practitioner, I follow the confidentiality principles set out in the BACP Ethical Framework. I will only share information in the following circumstances:
You give explicit consent for information to be shared
I am legally required to disclose information (e.g., a court order)
There is a serious and immediate risk of harm to you or someone else
I need to discuss my work in professional supervision (this is anonymised and required by the BACP Ethical Framework)
I do not share your information for marketing or commercial purposes.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request corrections
Request deletion (with limits for clinical records)
Restrict or object to processing
Request transfer of your data
Withdraw consent
Complain to the ICO
ICO Contact: www.ico.org.ukWebsite, Cookies & Analytics
If the Moon River Counselling website uses cookies or analytics tools (e.g., Squarespace analytics), these may collect:
IP address
Browser type
Pages visited
You can control cookies through your browser settings. Contact
If you have any questions about this policy or how your data is handled, please contact:
Moon River Counselling
Email: rachael@moonrivercounselling.com
Phone: