This privacy policy sets out the basis on which I, Fern Whittaker at The Soul Space, process your personal data. By providing your personal data to me, you are consenting to the practices as described in this policy.

You have a right to be informed of the fair processing of your personal information, and this policy is intended to fulfil that right. I will not use any of your data for marketing or promotional purposes.

Data I Collect and Its Purpose

In this policy, “personal data” refers to information that can identify you as an individual.

When you first enquire about my services, I collect your name, email address, phone number, and any other information you choose to share. This allows me to contact you and discuss your requirements.

If you contact me using my contact form, I will receive your name and email address and your short message only. I will use this to reply to your message. Your message is stored on a password-protected email account and deleted after one month.

When you schedule an appointment, I will ask you to complete an Initial Consultation Form, which will request further details, including your name, address, date of birth, contact number, occupation, GP’s name and address, next of kin’s contact information, any medical conditions, prescribed medications, reasons for seeking my services, and other relevant health and background information.

During your initial appointment, I use this form to gather data about your general emotional well-being, your reasons for visiting, and any additional information you wish to share. In subsequent sessions, I may also take notes on relevant information you provide. This data is essential for me to deliver my services professionally and safely, in line with my contractual obligations and for safeguarding purposes.

The information I collect may include sensitive personal data, classified as special category personal data under data protection laws. By providing me with this information, you explicitly consent to its processing as outlined in this Privacy Policy. I will use this data to offer my therapeutic services. The legal basis for processing your personal data is to fulfil my obligations to you under any contract between us.

Confidentiality and Disclosure

All information you provide to me is treated as confidential, and I will not share it with any third parties unless legally required to do so or if there are circumstances that may impact your health and safety or the safety of others. If you are assessed as being at risk, I may disclose confidential information to your GP without your formal consent.

Please be aware that sharing case histories anonymously with supervisors and peer support groups for professional development purposes does not constitute a breach of confidentiality. This practice is essential to ensure you receive the highest quality of professional service.

Storage of Data

I am required to retain your details and session notes for up to 8 years. This information may be stored in both hard copy and electronic formats. I take the protection of your personal data seriously and have implemented appropriate organisational and technical security measures to prevent unauthorised access, unlawful processing, and the loss, destruction, or damage of your data. All personal data will be kept for as long as necessary in accordance with applicable UK legal, financial, and regulatory requirements.

Please note that while I strive to ensure the security of information transmitted via the internet or email, such transmissions cannot be guaranteed to be completely secure. If you choose to send information via email, you do so at your own risk. If you prefer an alternative method for transmitting your personal data, please let me know before sending it.

I will not transfer your personal data outside the UK.

Accessing and Updating Your Information

Under UK GDPR law, you have the right to request a copy of the personal data I hold about you through a Subject Access Request (SAR), subject to certain exemptions. I will respond to your request within one month of receiving the SAR, as required by UK-GDPR.

You have the right to:

• Correct or Update Your Information: If your information is no longer accurate, please contact me to ensure your personal data, especially contact details like email address, phone number, and home address, is current.

• Request to Stop Processing: You can ask me to stop processing your information if I am not legally obligated to do so.

• Object to Processing: You can object at any time to the processing of your personal data.

• Data Portability: You have the right to obtain and reuse your data for your own purposes with different service providers.

I will not disclose your information to any third party without your explicit consent, unless required by law or deemed necessary for safeguarding purposes (as outlined in the Confidentiality and Disclosure section).

Information or Complaints

If you would like to exercise your rights regarding your personal data, please reach out to me via email at fern@fernwhittaker.com.

Should you be dissatisfied with how I handle your request, you can contact the Information Commissioner’s Office at 0303 123 1113 or visit their website at www.ico.org.uk. My reference number is ZB865716.

Changes to This Policy

I reserve the right to update this Privacy Policy at any time without prior notice, in compliance with current legislation. Any changes will take effect immediately upon being posted on my website.