Privacy Notice (GDPR) – WithKate Therapy & Tai Chi
I am committed to protecting your privacy and handling your personal data in a respectful, transparent, secure, and compassionate way.
This privacy notice explains how your personal data is collected, used, stored and protected when you:
· Visit this website
· Contact me with an enquiry
· Attend counselling, walking therapy, Tai Chi or related services.
This privacy notice is written in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025 (DUAA), together with the ethical framework of the British Association for Counselling and Psychotherapy (BACP).
I am registered with the Information Commissioner’s Office (ICO). Registration number:ZC198948.
1. Who I Am
Kate White – WithKate Therapy & Tai Chi
Email: hellowithkate@outlook.com
For the purposes of data protection law, I act as the Data Controller for your personal data.
2. Information I Collect
Website visitors:
Anonymous technical information may automatically be collected when you visit the website, including:
· pages visited
· browser type
· device information
· general website usage data
This information helps monitor website performance and improve user experience.
If you contact me by email, I may collect:
· your name
· email address
· phone number (if provided)
· the information you choose to share in your message
Depending on the service provided, I may collect:
· name and contact details
· date of birth
· emergency contact details
· GP details (where appropriate)
· relevant health or wellbeing information
· session notes
· attendance and scheduling information
· risk or safety information relevant to outdoor sessions
I only collect information that is necessary to provide safe and appropriate support.
3. Lawful Basis for Processing
Under UK GDPR, the lawful bases relied upon include:
· Contract — where processing is necessary to provide agreed services
· Legitimate Interests — for practice administration, scheduling, and record keeping
· Legal Obligation — where required by law
· Vital Interests — where there are serious concerns relating to safety or wellbeing
Where I rely on legitimate interests, I have considered that these interests are necessary for the safe and effective running of my practice and do not override your rights and freedoms.
Where I process health-related or other special category data, I do so in accordance with Article 9(2)(h) UK GDPR, which permits processing for the provision of health, social care or therapeutic support.
4. How Your Information Is Used
Your information may be used to:
· respond to enquiries
· arrange appointments
· provide counselling, walking therapy, or Tai Chi sessions
· maintain brief professional records
· support safe practice during outdoor sessions
· process payments and maintain financial records
· meet professional, ethical, legal, and insurance requirements
I do not sell or share your personal information for marketing purposes. I do not use your personal information to make solely automated decisions or undertake automated profiling that would have a legal or similarly significant effect on you
5. Supervision
As part of ethical practice and in line with British Association for Counselling and Psychotherapy requirements, I attend regular professional supervision. Client information shared in supervision is anonymised or pseudonymised wherever possible and treated confidentially.
6. Confidentiality
Everything discussed within sessions is treated confidentially. However, confidentiality may need to be broken where:
· there is serious risk of harm to yourself or others
· safeguarding concerns arise involving a child or vulnerable adult
· disclosure is required by law or court order
Where possible, this would usually be discussed with you first.
7. Third Parties
I use trusted third-party providers to support the running of my practice, including:
· Microsoft 365 and Outlook email services
· WhatsApp messaging services
· Facebook Messenger (Meta)
· Microsoft Teams for online sessions
· secure banking and accounting software
· Wix
These providers act either as data processors on my behalf or as independent data controllers in their own right, depending on the service provided, I encourage clients to review their privacy policies. They may process limited personal data on my behalf and are expected to handle data securely and in accordance with data protection law.
Clients are advised that messaging platforms such as WhatsApp and Messenger should not be used for sharing sensitive clinical information where possible.
Some of the third-party providers I use may store or process information outside the UK. Where this happens, they are required to provide appropriate safeguards to protect your personal information in accordance with UK data protection law.
Please be aware that while reasonable steps are taken to use secure systems, no online platform can guarantee absolute security.
8. Storage and Security
Your information is stored securely using:
· password-protected devices and accounts
· secure digital storage systems
· encrypted or protected software where appropriate
· minimal paper records where necessary for safety or administration
I take reasonable steps to protect your personal information from loss, misuse, or unauthorised access. Access to client information is limited to me unless disclosure is required by law, necessary to protect you or another person from serious harm, or made with your consent.
9. Retention of Records
Records are retained only for as long as necessary in accordance with professional guidance and insurance requirements. Typical retention periods are:
· Adult therapy records: retained for7 years after therapy ends
· Wellbeing and participation records relating to Tai Chi sessions: retained only as long as reasonably necessary
· General enquiries and emails: usually deleted within 12 months where no ongoing service is provided
Retention periods may be extended where required by law, professional guidance, safeguarding considerations or insurance requirements.
Records are securely deleted or destroyed when no longer required.
10. Your Rights
Under UK GDPR, you have the right to:
· request access to your personal data
· request correction of inaccurate information
· request deletion of your data in certain circumstances
· request restriction of processing
· object to certain types of processing
· request transfer of your information where applicable
Some rights may be limited where professional, legal or safeguarding obligations apply.
To protect your privacy, I may ask for proof of identity before disclosing personal information.
Some rights may be limited where professional or legal obligations apply. To make a request, please contact: hellowithkate@outlook.com
To exercise any of these rights, please contact me using the details above. I will normally respond within one month. If I need additional information to verify your identity or clarify your request, I will let you know as soon as possible. In some circumstances the timescale for responding may be paused until the necessary information has been received.
11. Cookies
This website uses only essential cookies that are necessary for the website to function and remain secure. These cookies do not collect personal data for marketing, profiling, or analytics purposes.
You can usually control cookies through your browser settings.
12. Complaints
If you have any concerns about how I collect, use or protect your personal information, please contact me in the first instance. I take all data protection concerns seriously and will acknowledge your complaint within a reasonable time (30 days maximum) and aim to respond without undue delay.
If you remain unhappy with my response, you have the right to complain to the Information Commissioner's Office (ICO): https://www.ico.org.uk
13. Nature-Based Services Context
Some sessions take place outdoors, including walking therapy and Tai Chi sessions.
While confidentiality is always respected and discussed together, absolute privacy in public spaces cannot be guaranteed. We will consider routes, locations, and boundaries together to support comfort, privacy, and emotional safety.
Outdoor sessions are also subject to environmental factors such as weather, terrain, and public surroundings.
14. Updates
This Privacy Notice may be updated from time to time to reflect changes in legal, ethical, or professional requirements. The most recent version will always be available on this website.
Version: 1.0
Effective from: July 2026
Review date: July 2027