Legal

Privacy Notice

Last updated: 4 September 2026

This privacy notice explains how The Settling Space collects, uses, stores and shares personal information. It applies to people who contact me, prospective clients, and clients who receive counselling.

I do not use contact or enquiry forms on my website; my website only lists contact details for people to reach me directly.

What personal information I collect

I may collect and hold the following personal information when you contact me or become a client:

• Contact and identity details: name, email address, telephone number, postal address.
• Enquiry information: notes about the nature of your enquiry and any information you share when you contact me.
• Client records: assessment notes, session notes, risk information, correspondence, appointment dates/times, and any documents you provide (for example, referral letters).
• Contract and administrative information: signed contract/consent forms, invoices, payment records, and appointment history.
• Communication records: emails, text messages, or other messages exchanged while you are a client.
• Other information you choose to share during sessions that is relevant to your care.

How I collect personal information

• Direct contact: when you call, email, or otherwise contact me to enquire about counselling.
• During therapy: information you provide in sessions, and any documents you sign or send.
• Referrals: information provided by a referrer with your consent.

I do not collect personal data via website contact forms because none are used.

Legal basis for processing

I process personal data because it is necessary for the performance of a contract (providing counselling), for compliance with legal obligations, and for my legitimate interests in running a safe, effective counselling service. Where required, I will obtain your explicit consent for specific processing activities (for example, where you ask me to share information with a third party).

How I use your information

I use personal data to:

• Respond to enquiries and arrange appointments.
• Provide counselling and maintain clinical records.
• Communicate with you about appointments, fees, and administrative matters.
• Meet legal, regulatory, and professional obligations (including record-keeping required by professional bodies).
• Manage payments, invoices, and tax records.
• Protect your safety and the safety of others (for example, where there is a safeguarding concern or risk).

I will only use your data for purposes compatible with the reason it was collected, unless I reasonably consider that I need to use it for another reason and that reason is compatible.

Who I share information with

I will not sell your personal data. I may share information with:

• Supervisors or clinical consultants (for clinical supervision) — only de-identified information will be shared where possible; identifiable information will be shared only when necessary and with your consent where practicable.
• Referrers or other health professionals when you have given consent or where there is a legal or safeguarding reason to do so.
• Legal or regulatory bodies if required by law or professional regulation.
• IT and payment service providers who process data on my behalf (currently only secure email; no practice management software or payment processors are currently used). These providers act as data processors and are required to keep your information secure.
• Emergency services or safeguarding agencies if there is an immediate risk to you or others.

I will inform you if I am required to share your information for legal reasons, unless doing so would put someone at risk.

International transfers

If any of your data is transferred outside the UK or EEA (for example, because a cloud service provider stores data on servers outside the UK), I will ensure appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms.

How long I keep your information

• Enquiry information / potential clients: I will retain basic contact and enquiry records for up to 8 weeks after the last contact unless you ask me to delete them sooner.
• Client records: I will retain clinical records for 7 years after the end of therapy, or until age 25 for records of clients who were 16 to 18 when therapy began.
• Financial records: I will keep invoices and payment records for 7 years.

When retention periods end, I will securely delete or anonymise your information.

Your rights

You have rights under data protection law, including:

• Right to access the personal data I hold about you.
• Right to rectification of inaccurate or incomplete data.
• Right to erasure (in certain circumstances).
• Right to restrict or object to processing (in certain circumstances).
• Right to data portability (where applicable).
• Right to withdraw consent where processing is based on consent.
• Right to complain to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

To exercise any of these rights, please contact me at the details above.

Security

I take appropriate technical and organisational measures to protect your personal data, including secure storage of paper records, password-protected electronic records, and use of reputable service providers for email and payments. I limit access to your information to those who need it for the purposes described above.

Automated decision-making

I do not use automated decision-making or profiling in my practice.

Changes to this privacy notice

I may update this notice from time to time. The current version will be published on my website. The date of the latest update is: 4 September 2026.

Contact and complaints

If you have questions about this privacy notice or how I handle your data, please contact me (Natalie Comba) on natalie@thesettlingspace.co.uk  ·  07368 151829. If you remain unhappy after contacting me, you have the right to complain to the Information Commissioner’s Office (ICO).