This privacy policy explains how Matthew Costello Therapy collects, uses and protects personal information when you visit this website, make an enquiry or begin counselling.
I take your privacy seriously and handle personal information in accordance with UK data protection law, the BACP Ethical Framework and my professional responsibilities as a counsellor.
Matthew Costello Therapy is responsible for deciding how personal information is collected, used and stored. This is known as being the data controller.
I am registered with the Information Commissioner’s Office.
ICO registration reference: [add registration number]
Contact email: mc.counselling@outlook.com
Location: Isle of Bute, Scotland
When you make an enquiry or begin counselling, I may collect:
Please do not include urgent or highly sensitive information in the website enquiry form. The form is intended only for initial contact.
I use personal information to:
I collect only the information reasonably needed for these purposes.
UK data protection law requires a lawful basis for collecting and using personal information. Depending on the circumstances, information may be processed because it is necessary to provide or prepare to provide a counselling service, meet a legal obligation, protect someone’s vital interests or support legitimate professional responsibilities.
Information about physical or mental health is treated as special category data and receives additional protection under data protection law. The relevant lawful basis will depend on the information involved and why it is needed.
The website enquiry form is provided through WordPress and Jetpack. Information submitted through the form is sent to my counselling email address and retained within the website’s secure form-response area.
The form asks for your name, email address, preferred counselling option and a brief message. Please share only what is necessary for me to understand and respond to your enquiry.
I do not keep detailed accounts or transcripts of counselling sessions. Any information that must be retained is kept brief, relevant and proportionate to the work.
Personal information is stored securely on a password-protected device and locked hard drive, with access restricted to me.
What you share during counselling is treated as confidential. Before counselling begins, I will explain confidentiality and its limits within the counselling agreement.
Information may need to be shared where:
Where it is safe and appropriate, I will aim to discuss the need to share information with you first.
I attend ongoing monthly clinical supervision with a BACP-registered accredited supervisor. Supervision supports safe, reflective and ethical practice.
Work may be discussed in supervision, but identifying information is limited wherever possible. Supervisors are also bound by professional confidentiality.
I do not sell personal information or use it for marketing.
Information may be shared only where necessary with:
Only the information necessary for the particular purpose will be shared.
Online video sessions are normally provided through Microsoft Teams. Email and internet-based communication can carry some privacy risks, despite reasonable steps being taken to protect information.
Please use a private device, secure internet connection and confidential space wherever possible when attending online counselling.
If you are located outside the UK, I will confirm that my professional insurance covers your location and consider any relevant legal or professional requirements before counselling begins.
Using online services may involve information being processed through technology providers operating in more than one country. Appropriate service and privacy safeguards will be considered when selecting the platforms used.
Personal information will be kept only for as long as it is reasonably needed for the purpose for which it was collected and to meet professional, insurance, legal or financial responsibilities.
Enquiry information that does not lead to counselling is normally retained for: [insert period]
Adult counselling records are normally retained for: [insert period after counselling ends]
Records concerning someone who was under 18 when counselling ended are normally retained for: [insert agreed period]
Financial records may need to be retained separately to meet tax and accounting requirements.
When information is no longer required, it will be securely deleted or destroyed.
Depending on the circumstances, you may have the right to:
Some rights may be limited where information must be retained for legal, safeguarding, professional or insurance reasons.
To make a request, email mc.counselling@outlook.com. I may need to confirm your identity before releasing personal information.
If you are concerned about how your personal information has been handled, please contact me first at mc.counselling@outlook.com. I will acknowledge and consider your concern through my data protection complaints process.
You also have the right to raise a concern with the Information Commissioner’s Office, the UK regulator for data protection.
This website may use cookies that are necessary for its operation, security, performance and form functionality. Other services, including embedded or linked content, may use their own cookies.
Where agreement is required for non-essential cookies, you will be given an opportunity to make that choice through the website’s cookie controls.
This website contains links to external websites and professional social-media accounts. Once you follow an external link, that organisation’s privacy practices apply. I am not responsible for how another website collects or uses information.
This policy may be updated to reflect changes in the website, private practice, professional guidance or data protection law. The current version and its revision date will remain available on this page.
Before publishing, replace the four bracketed items:
The ICO says a privacy notice should explain what information is collected, why it is used, the lawful basis, who it is shared with, how long it is retained, individual rights and how someone can complain. [ico.org.uk], [ico.org.uk]
