Privacy Policy

Marlene van Aardt Counselling & Psychotherapy

Your privacy and confidentiality are extremely important to me. This policy explains how I collect, use and protect your personal information when you visit my website or engage in counselling or psychotherapy sessions with me.

I am committed to handling your data safely, respectfully and in line with UK data protection law (UK GDPR and the Data Protection Act 2018).

Who I am

Marlene van Aardt

Marlene van Aardt Counselling & Psychotherapy

Crew

Email: support@marlenevanaardt.co.uk

Contact Number +44 (0) 7946 648263

I am the data controller for the personal information you provide.

What information I collect

Website enquiries:

• Name

• Email address

• Phone number

• Any information you choose to include in your message

Therapy clients:

• Contact details

• GP details (if provided)

• Emergency contact

• Assessment information

• Session notes

• Appointment history

• Payment records

I only collect information that is necessary to provide safe and effective therapy.

How your information is used

Your information is used to:

• respond to enquiries

• arrange appointments

• provide counselling or psychotherapy

• maintain clinical records

• ensure your safety and wellbeing

• meet professional and legal obligations

• manage payments and administration

I will never sell or share your information for marketing purposes.

Lawful basis for processing

Under UK GDPR, I process your data using:

• Consent – when you contact me or agree to therapy

• Contract – to provide therapy services

• Legitimate interests – for running my practice safely and effectively

• Legal obligations – for safeguarding or legal requirements

For therapy notes, the lawful basis includes the provision of health care services.

How your information is stored and protected

Your information is stored securely using:

• Google Workspace (encrypted cloud storage for notes and forms)

• Secure email systems

• Password-protected and encrypted devices

• Locked physical storage where necessary

Online therapy sessions are conducted via secure video platforms.

Only I have access to your personal and clinical information.

Confidentiality

Everything discussed in therapy is treated as confidential.

Confidentiality may only be broken in rare circumstances, for example:

• risk of serious harm to you or others

• safeguarding concerns

• legal or court requirements

Where possible, this would always be discussed with you first.

How long records are kept

In line with professional guidelines, therapy records are typically kept for 7 years after the end of therapy, after which they are securely deleted or destroyed.

Sharing information

Your information will not be shared with third parties without your consent, except:

• if required by law

• for safeguarding reasons

• with your GP or other professionals (only with your permission)

Your rights

Under UK GDPR, you have the right to:

• access your personal data

• request corrections

• request deletion (where legally appropriate)

• restrict or object to processing

• withdraw consent

• make a complaint

You also have the right to complain to the Information Commissioner’s Office (ICO):

www.ico.org.uk

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Contact

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

Marlene van Aardt

Email: support@marlenevanaardt.co.uk