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Privacy Policy

Last updated: 1 September 2026

Vanessa Vokes Counselling is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller

The data controller responsible for your personal data is:

Vanessa Vokes Counselling
62 Fourth Cross Road, Twickenham, Middlesex, TW2 5EP
Phone: 07970 716670

What Personal Data We Collect

We may collect and process the following personal data:

  • Contact information - your name, email address, and phone number when you submit an enquiry through the contact form, by phone, or via WhatsApp
  • Counselling records - brief session notes, relevant background information, and any details you share during the counselling relationship
  • Healthcare referral information - if you are referred through BUPA or Healix private healthcare, we may receive your pre-authorisation details
  • Website usage data - anonymised analytics data such as pages visited, time on site, and browser type (no personally identifiable information is collected through website analytics)

How We Use Your Data

We use your personal data for the following purposes:

  • To respond to your enquiry and arrange an initial consultation
  • To provide counselling services and maintain appropriate session records
  • To process payments and manage healthcare provider referrals
  • To comply with legal and professional obligations, including BACP ethical requirements

Lawful Basis for Processing

We process your personal data on the following lawful bases under UK GDPR:

  • Consent - when you submit a contact form enquiry or send a WhatsApp message, you consent to us processing your contact details to respond
  • Contract - processing is necessary to fulfil the counselling agreement between you and Vanessa Vokes Counselling
  • Legitimate interest - to maintain the security and performance of our website
  • Legal obligation - to comply with applicable laws, professional regulations, and safeguarding duties

Confidentiality

Confidentiality is a cornerstone of the counselling relationship. Everything discussed in sessions is kept in the strictest confidence. As a BACP accredited member, Vanessa attends regular supervision where work may be discussed, but your name and identifying details are never disclosed.

There are limited exceptions where confidentiality may need to be broken, in line with BACP ethical guidelines:

  • If there is a serious risk of harm to you or another person
  • If required by a court of law
  • If there is a safeguarding concern involving a child or vulnerable adult
  • In cases involving acts of terrorism

In such circumstances, Vanessa will endeavour to discuss this with you first wherever possible.

How We Store Your Data

Your personal data is stored securely. Session notes are kept in a way that does not allow you to be identified and are stored securely in line with BACP guidelines. All data is destroyed 3 years after the end of the counselling relationship.

Contact form submissions and messages are stored securely and deleted once they are no longer needed for the purpose they were collected.

Data Sharing

We do not sell, trade, or rent your personal data to third parties. Your data may be shared only in the following circumstances:

  • With your GP or healthcare provider, but only with your explicit consent
  • With BUPA or Healix for the purposes of processing your healthcare referral and payment
  • With Vanessa's professional supervisor, in anonymised form
  • Where required by law or court order

Cookies

This website uses only essential cookies required for the website to function correctly. We do not use advertising cookies or third-party tracking cookies. No personally identifiable information is collected through cookies on this website.

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access - you can request a copy of the personal data we hold about you
  • Right to rectification - you can ask us to correct any inaccurate or incomplete data
  • Right to erasure - you can request the deletion of your personal data, subject to legal and professional retention requirements
  • Right to restrict processing - you can ask us to limit how we use your data
  • Right to data portability - you can request your data in a structured, commonly used format
  • Right to withdraw consent - where we process your data based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us using the details below. We will respond within one month.

Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: ico.org.uk
Helpline: 0303 123 1113

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this page periodically.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

Vanessa Vokes Counselling
62 Fourth Cross Road, Twickenham, Middlesex, TW2 5EP
Phone: 07970 716670