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Privacy Policy

Effective Date: February 9, 2025

At North East Counselling Services, your privacy is really important to us. We’re committed to keeping your personal information safe and being open about how we handle it. This Privacy Policy explains what data we collect, why we collect it, how we use it, and your rights regarding your information.

  1. About Us

NECS provides confidential counselling services to individuals, couples, families, and workplaces. Our commitment to your privacy aligns with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

  1. The Information We Collect

Depending on how you interact with us, we may collect different types of information:

For Website Visitors:

  • IP address and browsing behaviour (via cookies).
  • Contact details (name, email, phone number and additional information entered by you) if you submit an enquiry form.

For Counselling Clients:

  • Name, date of birth, and contact details.
  • Emergency contact information.
  • Relevant medical and mental health history.
  • Confidential session notes (Special Category Data).
  1. Sensitive Information (Special Category Data)

During counselling, we may collect sensitive information, including but not limited to:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Health-related information

We handle this information with the utmost care and would only share it with your explicit consent, or when legally required.

  1. How We Use Your Information

We collect your data to:

  • Provide and manage our counselling services.
  • Contact you about appointments and support.
  • Comply with legal and safeguarding requirements.
  • Improve your experience on our website.

We never sell or share your personal data with third parties unless legally required.

  1. Legal Basis for Processing Your Data

We only process your data when we have a valid reason to do so:

  • Consent: When you provide information voluntarily (e.g., website inquiries, counselling services).
  • Contractual Obligation: When you enter into a counselling agreement with us.
  • Legal Obligation: When safeguarding concerns arise, or we are legally required to share information.
  • Legitimate Interest: To improve our services and website functionality.
  1. Keeping Your Information Confidential

Your privacy is our priority, and we keep your information confidential. However, we may need to share data in cases where:

  • There is a risk of harm to you or others.
  • We are legally required to do so (e.g., court orders, safeguarding concerns).
  • You give written consent for information sharing.

For workplace counselling, we only confirm your attendance to your employer unless disclosure is legally required or you explicitly agree otherwise.

  1. Counselling for Children & Gillick Competence

When working with children and young people, we follow Gillick competence, which means that a child under 16 may be able to consent to their own counselling if they fully understand the process. This ensures young individuals who are mature enough can make decisions about their own care.

  1. Accessing Your Information (Subject Access Requests – SARs)

You have the right to request a copy of the personal data we hold about you. Access depends on the type of counselling:

Counselling TypeWho Can Request Data?Access Restrictions
Child Counselling (Under 16)Parents/Guardians (unless child is Gillick competent)Disclosure may be limited if it could harm the child’s well-being. Children 13+ can consent to counselling if they understand their decisions.
Couples & Family CounsellingEither partyOnly personal data related to the requester is shared.
Adult CounsellingClient onlyFull access unless legally restricted.
Workplace CounsellingEmployee onlyEmployers only receive attendance confirmation; session details remain confidential.

To request access, email dawn@necounselling.org.uk or write to us at HLF House, Whiteley Road, Blaydon, Tyne and Wear, NE21 5NJ. We will respond within one month.

  1. How Long We Keep Your Data

We only keep your data as long as necessary:

  • Counselling Records: Retained for 7 years after your last session (or until a child turns 18, whichever is later).
  • Website nquiries: Deleted after 12 months if no further engagement occurs.

After this time, we securely delete or anonymize your data.

  1. Your Rights Under GDPR

You have several rights regarding your data:

  • Right to Access – Request copies of your data.
  • Right to Rectification – Correct inaccurate data.
  • Right to Erasure – Ask us to delete your data.
  • Right to Restrict Processing – Limit how we use your data.
  • Right to Data Portability – Receive your data in a usable format.
  • Right to Object – Withdraw consent or object to data processing.

To exercise these rights, contact us at dawn@necounselling.org.uk.

  1. Keeping Your Data Safe

We take strong security measures to protect your information from unauthorised access, loss, or misuse.

  1. Updates to This Policy

We may update this Privacy Policy occasionally. Significant changes will be shared via our website or direct communication.

  1. Contact Us

If you have any questions or concerns about this policy, please reach out:

North East Counselling Services
HLF House
Whiteley Road
Blaydon
Tyne and Wear
NE21 5NJ
Email: info@necounselling.org.uk
Phone: 0191 440 8127

Your trust is important to us, and we’re committed to keeping your information safe.

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