Privacy Policy

Privacy Policy - Updated 11 June 2026

This notice is in regard to data protection laws, and is regarding information that is both requested by Caroline Sharp Therapies and that which emerges as a result of the counselling service that we provide to yourself and also if providing services to a child/young person that you have parental responsibility for.

Introduction

Caroline Sharp Therapies is committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and professional ethical requirements.

This Privacy Notice explains how we collect, use, store and protect your personal information when you contact us, use our services, visit our website, or engage in counselling sessions.

Who we are

Caroline Sharp Therapies provides counselling for children, young people and adults ranging for 11 years old and above. We help people with a wide range of issues such as depression, anxiety, anger management difficulties, relationships, abuse, bereavement, low self-esteem, etc.

Caroline Sharp Therapies offers services solely from Caroline Sharp who is responsible for for the data processing and data control.

Data Controller

Caroline Sharp Therapies is a sole practitioner counselling service.

Data Controller: Caroline Sharp

ICO Registration Number: ZB498503

Address: Holly Cottage, 18a Century Road, Gillingham, ME8 0BG

Email: caroline@carolinesharptherapies.co.uk

Telephone: +44 (0) 7875 992408

Caroline Sharp is a registered member of the British Association for Counselling and Psychotherapy (BACP) and the National Counselling and Psychotherapy Society (NCPS) and works in accordance with their ethical frameworks and professional standards.

What Information We Collect

We may collect and process the following information:

Personal Information

Name
Address
Telephone number
Email address
Date of birth
Emergency contact or next of kin details
Appointment information
Payment and invoicing information

Special Category Information

As part of providing counselling services, we may collect information relating to:

Physical and mental health
Medical history
Emotional wellbeing
Family circumstances
Bereavement and loss
Relationships
Personal experiences relevant to therapy
Risk and safeguarding concerns

This information is classified as Special Category Data under UK GDPR and receives additional legal protection.

How We Collect Information

Information may be collected:

Through website contact forms
Through self-referral forms
By email
By telephone
During counselling sessions
Through appointment booking systems
Through payment systems
Through website cookies where consent has been provided

Our Lawful Basis for Processing

Under Article 6 UK GDPR, we process your information because:

Contractual Necessity

Processing is necessary to provide counselling services and manage appointments.

Legitimate Interests

Processing is necessary for the effective management of the practice, professional supervision, safeguarding responsibilities and record keeping.

Legal Obligations

Processing may be required to comply with legal, regulatory, safeguarding or professional obligations.

Processing Special Category Data

Counselling records often contain health-related information.

We process Special Category Data under Article 9 UK GDPR where:

Processing is necessary for the provision of health, counselling or social care services;
Processing is necessary to protect an individual's vital interests;
Processing is necessary for safeguarding purposes;
Explicit consent has been provided where required.

How We Use Your Information

We use your information to:

Provide counselling services;
Assess suitability for counselling;
Arrange appointments;
Maintain counselling records;
Communicate with you;
Meet professional, ethical and legal obligations;
Manage safeguarding concerns;
Maintain financial records and accounts;
Improve the quality and administration of our services.

Professional Supervision

As required by professional ethical standards, all counselling work is discussed within professional supervision.

Client information discussed during supervision is anonymised wherever possible and identifying details are not disclosed unless there is a safeguarding or legal requirement to do so.

When We May Share Information

Confidentiality is central to counselling practice. Information will only be shared where necessary.

This may include:

Safeguarding

Where there is concern that a child, young person or vulnerable adult may be at risk of significant harm.

Risk of Serious Harm

Where there is a serious risk to your safety or the safety of another person.

Legal Obligations

Where disclosure is required by law, court order, or statutory authority.

Professional Advice

Where professional consultation or supervision is required and information is anonymised wherever possible.

Accounting Services

Limited personal information may be shared with professional accounting providers for tax and financial administration purposes.

Online Counselling and Google Meet

Online counselling sessions may be conducted using Google Meet.

Google Meet is provided by Google LLC, which may process certain personal information including your name, email address, profile information and technical connection data.

Sessions are not recorded by Caroline Sharp Therapies and automatic note-taking features are not enabled.

Google's privacy information can be found at:
https://policies.google.com/privacy

Third-Party Service Providers

We use carefully selected third-party providers to support our services, including:

Google Workspace and Google Meet
Stripe
PayPal
QuickBooks
Wix
Google Analytics

These providers may process personal information in accordance with their own privacy policies and applicable data protection laws.

International Data Transfers

Some service providers may process personal data outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards are used in accordance with UK GDPR requirements, including recognised transfer mechanisms and contractual protections where required.

Website Cookies and Analytics

Our website uses cookies and similar technologies.

Essential cookies are necessary for the operation of the website.

Analytics cookies help us understand how visitors use the website and are only used where consent has been provided through our cookie consent system.

You may withdraw or change your cookie preferences at any time through the website cookie settings.

Security

We take appropriate technical and organisational measures to protect personal information.

These measures include:

Password-protected devices and systems
Encryption of stored records
Secure cloud storage
Restricted access to information
Regular security reviews
Secure backup procedures
Confidentiality obligations

While reasonable steps are taken to protect information, no internet transmission can be guaranteed to be completely secure.

How Long We Keep Information

Adult Clients

Counselling notes are retained for seven (7) years after counselling has ended.

Children and Young People

Counselling notes are retained until seven (7) years after the client reaches the age of twenty-five (25).

Financial Records

Financial and accounting records are retained for seven (7) years in accordance with legal and accounting requirements.

Unused Enquiries

Where a prospective client does not proceed with counselling, information will normally be deleted within six (6) months.

Your Rights

Under UK GDPR, you have the right to:

Access your personal information;
Request correction of inaccurate information;
Request erasure of information where appropriate;
Request restriction of processing;
Object to certain types of processing;
Request data portability where applicable;
Withdraw consent where consent is relied upon;
Complain to the Information Commissioner's Office (ICO).

Requests should be submitted in writing by email or post.

We may request proof of identity before responding.

Data Breaches

In the event of a personal data breach, we will follow applicable legal requirements.

Where required by law, we will notify the Information Commissioner's Office and affected individuals without undue delay.

Complaints Procedure

I take concerns about privacy, confidentiality and professional practice seriously. If you have any concerns about how I collect, use, store or handle your personal information or about the counselling service provided, please contact me in the first instance so that I can investigate and attempt to resolve the matter promptly and fairly.

How to Make a Complaint

Complaints should be submitted by email or post to:

Caroline Sharp
Holly Cottage
18a Century Road
Gillingham
Kent ME8 0BG

Email: caroline@carolinesharptherapies.co.uk

Please provide:

Your name and contact details.
A description of your concern or complaint.
Any relevant dates, correspondence or supporting information.

What Happens Next

I will acknowledge receipt of your complaint within 5 working days.
The complaint will be reviewed fairly, confidentially and without prejudice.
I aim to provide a written response within 30 calendar days. If additional time is required, I will keep you informed of the progress of the investigation and any revised timescales.

Privacy and Data Protection Complaints

If your complaint relates to the way your personal information has been handled and you remain dissatisfied with my response, you have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office.

Further information can be found at Information Commissioner's Office (ICO).

Professional Conduct Complaints

If your complaint relates to the professional conduct of the counselling service and you remain dissatisfied after following the above procedure, you may wish to seek guidance from the relevant professional body with which I am registered, where applicable.

Changes to This Notice

This Privacy Notice may be updated from time to time to reflect changes in legal requirements, professional guidance, technology or business practices.

The latest version will always be available on our website.

Caroline Sharp Therapies
Last Updated: 11 June 2026