SHIRLEY MARAIS COUNSELLING & AFFILIATES

PRIVACY NOTICE

Last Updated: 18 June 2026

Introduction

Shirley Marais Counselling & Affiliates is committed to protecting your privacy and handling your personal information responsibly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store, protect and share personal information when you:

Contact us regarding counselling services
Attend counselling sessions
Work with one of our affiliate counsellors
Visit our website
Communicate with us by telephone, email, text message or online platforms

This Privacy Notice has been prepared in accordance with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR)
Current guidance issued by the Information Commissioner’s Office (ICO)

Who We Are

Shirley Marais Counselling & Affiliates provides counselling and psychotherapy services both in person and online.

For the purposes of UK data protection legislation, Shirley Marais Counselling & Affiliates is the Data Controller responsible for determining how personal information is collected, used and protected.

Contact Details

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Telephone: 07488 351411

Website:

www.shirleymaraiscounselling.co.uk

ICO Registration Number: [ZA139089ICO Registration Number]

Working with Affiliate Counsellors

Shirley Marais Counselling may work with self-employed affiliate counsellors who provide counselling services through the practice.

Where you are allocated to an affiliate counsellor, relevant personal information may be shared for the purposes of:

Providing counselling services
Arranging appointments
Maintaining professional records
Safeguarding
Clinical supervision
Meeting legal and professional obligations

Affiliate counsellors are required to:

Comply with UK GDPR and the Data Protection Act 2018
Maintain appropriate professional membership and insurance
Follow recognised ethical frameworks
Protect client confidentiality
Maintain secure records

Depending on the circumstances, affiliate counsellors may act as separate Data Controllers in relation to the information they hold and process.

Where appropriate, you may also receive a separate privacy notice from your affiliate counsellor.

Information We Collect

When you contact us, we may collect:

Your name
Email address
Telephone number
Information contained within your enquiry
Availability preferences
Preferred counselling format

If counselling begins, we may also collect:

Address
Date of birth
GP details
Emergency contact details
Relevant health and well-being information
Information about your personal history, relationships, family circumstances and reasons for seeking counselling
Clinical notes
Attendance records
Payment information
Correspondence between us

Special Category Data

Some information collected may be classified as Special Category Data under UK GDPR.

This may include information relating to:

Physical health
Mental health
Sexuality
Ethnicity
Religion or belief
Disability
Neurodiversity

We only collect information necessary to provide counselling safely, ethically and professionally.

Where we process Special Category Data, processing is undertaken in accordance with Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

How We Use Your Information

We may use your personal information to:

Respond to enquiries
Arrange appointments
Provide counselling services
Maintain appropriate records
Communicate regarding appointments
Manage payments and invoices
Meet professional and ethical obligations
Manage risk and safeguarding concerns
Comply with legal requirements
Maintain insurance and accounting records
Respond to complaints or data protection requests

We do not sell personal information.

Lawful Bases for Processing

Under UK GDPR, we rely upon one or more of the following lawful bases:

Contract

To arrange and provide counselling services.

Legitimate Interests

To operate the practice safely, effectively and professionally.

Legal Obligation

Where we are required to process or disclose information by law.

Consent

Where consent is appropriate, we will explain how it is used and how it can be withdrawn.

Confidentiality

Counselling is confidential, but confidentiality is not absolute.

Information may be shared where:

There is a serious risk of harm to you or another person
There is a safeguarding concern involving a child, young person or adult at risk
Disclosure is required by law
A court order requires disclosure
Disclosure is necessary to prevent or detect serious crime
A medical emergency requires information to protect life
Consultation with a clinical supervisor is required

Where possible, we will discuss disclosure with you beforehand.

Safeguarding

We may share information without consent where this is necessary, lawful and proportionate to safeguard:

A child or young person
An adult at risk
A member of the public
The client themselves

Clinical Supervision

All counsellors working within the practice engage in clinical supervision.

Information may be discussed anonymously or with minimal identifying information to support safe and ethical practice.

Supervisors are bound by professional confidentiality and ethical requirements.

Clinical Notes and Records

We maintain clinical records to support safe and effective counselling.

Records may include:

Session dates
Attendance records
Brief themes discussed
Risk or safeguarding information
Clinical observations
Agreed actions
Administrative information

We do not keep verbatim transcripts of counselling sessions.

How Long We Keep Information

Information is retained only for as long as necessary.

As a general guide:

Record Type	Retention Period
Enquiries where counselling does not commence	6 months
Adult client records	7 years after counselling ends
Children and young people’s records	Until age 25 (or 26 where appropriate)
Financial records	Minimum 6 years
Complaints records	7 years
Safeguarding records	As required by law and safeguarding guidance

Records may be retained longer where necessary for:

Legal claims
Insurance requirements
Safeguarding matters
Professional conduct investigations
Regulatory obligations

Legal Claims

We may retain and process information where necessary for the establishment, exercise or defence of legal claims.

Where Your Information Is Stored

Information may be stored using:

Website contact forms
Secure email systems
Secure electronic client records
Password-protected devices
Encrypted cloud storage
Zoom
Microsoft Teams
Google Meet
Starling Bank payment records
Apple iCloud

We use appropriate technical and organisational measures to protect information.

These measures include:

Password protection
Device security
Restricted access
Two-factor authentication where appropriate
Secure storage systems

Online Counselling

Where counselling is provided online, sessions may take place via:

Zoom
Microsoft Teams
Google Meet

These platforms may process technical information such as:

IP addresses
Device information
Connection data

Clients are encouraged to access sessions from a private and confidential environment.

Electronic Communications

Whilst reasonable steps are taken to protect confidentiality, email, SMS and messaging services cannot be guaranteed to be completely secure.

Clients should consider this when choosing how to communicate with the practice.

Artificial Intelligence and Digital Tools

We do not record, transcribe or use AI systems to process counselling sessions.

We may use digital tools for administration, planning, education and business purposes.

We do not upload identifiable client information into public artificial intelligence systems.

Website Visitors and Cookies

When you visit:

www.shirleymaraiscounselling.co.uk

certain technical information may be collected automatically, including:

IP address
Browser type
Device information
Pages visited
Time spent on the website

The website is hosted by 20i UK.

Cookies may be used to:

Enable website functionality
Improve performance
Support security
Understand visitor behaviour

Where required by law, consent will be obtained before non-essential cookies are used.

Third-Party Service Providers

We use carefully selected third-party providers to support the operation of the practice.

These providers may process information on our behalf and are required to maintain appropriate security and confidentiality standards.

Sharing Your Information

We may share limited information where necessary with:

Clinical supervisors
Affiliate counsellors involved in your care
Professional advisers
Accountants
Insurers
Legal advisers
Professional membership bodies
Safeguarding agencies
Emergency services
Courts or legal authorities
Clinical executors
Trusted technology providers

Only information that is necessary and proportionate will be shared.

Clinical Executor

In the event of death, serious illness or incapacity, an appointed professional clinical executor may access limited information necessary to:

Contact clients
Manage appointments
Secure records
Fulfil professional obligations

Any appointed executor will be bound by confidentiality and data protection requirements.

International Transfers

Where service providers process information outside the United Kingdom, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.