Privacy Notice (GDPR)

Privacy Notice

This Privacy Notice sets out how Stacey Le Petevin dit Le Roux/ The Thought Sanctuary collects, uses, stores, and protects any personal information you provide when you engage with my counselling service. I am committed to maintaining your trust, safeguarding your data, and working in a way that is fully compliant with data protection law and the British Association for Counselling and Psychotherapy (BACP) Ethical Framework. 

Data Controller

Stacey Le Petevin dit Le Roux, trading as The Thought Sanctuary, is the Data Controller for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). 

Lawful Basis for Processing Your Data

  • Contract – to deliver counselling services to you as agreed 

  • Legitimate Interest – to ensure ethical, safe, and professional practice 

  • Legal Obligation – in accordance with safeguarding laws or court requirements 

  • Consent – particularly for processing special category data (e.g., health information) 

What Information I Collect and Why

At Initial Contact: 

  • Name and contact details (phone, email) 

  • Date of birth 

  • Postcode (for demographic information or emergencies) 

  • Reason for seeking counselling 

  • Any accessibility needs 

  • Referral information (e.g., GP or other health professionals) 

During Assessment:

  • Emergency contact details 

  • GP or healthcare provider (only with consent) 

  • Financial or employment details (for sliding scale fee assessments) 

  • Optional information about personal history or concerns 

  • Consent to process data and share information if necessary 

During Counselling:

  • Counselling notes (anonymised) 

  • Outcome measures or progress tools (with explicit consent) 

  • Any correspondence relating to your care 

Special Category Data

With your written consent, I may hold sensitive information, including: 

  • Physical or mental health history 

  • Ethnic background 

  • Religious/spiritual beliefs 

  • Sexual orientation 

  • Gender identity 

This data is used solely to inform therapeutic work and provide safe, inclusive, and effective support. 

Confidentiality and Limits

Your information is kept strictly confidential unless: 

  • You give written permission for it to be shared 

  • There is a serious risk of harm to yourself or others 

  • There is a legal requirement (e.g., safeguarding concerns, acts of terrorism, or court orders) 

Where possible, I will discuss this with you beforehand. 

Data Storage and Security

  • Paper notes are stored securely in a locked cabinet. 

  • Electronic records are stored in encrypted, password-protected systems. 

  • I do not record sessions or share your information for marketing purposes. 

  • No identifiable information is stored on public-facing platforms or third-party services without explicit consent. 

  • I do not use cookies or tracking analytics on my website. 

Data Retention

Client records are retained for 7 years after the end of counselling in accordance with BACP recommendations and legal obligations. After this period, all data is securely destroyed. 

Your Rights

You have the right to: 

  • Access any personal information I hold about you 

  • Request corrections to inaccurate data 

  • Request deletion (unless retention is legally required) 

  • Withdraw consent at any time 

  • Lodge a complaint with the Information Commissioner’s Office: www.ico.org.uk 

Third-Party Links

If my website contains links to other websites, please note that I am not responsible for the content or privacy practices of those sites. I encourage you to review their privacy notices independently. 

Online Counselling

  • Online sessions are conducted via secure, encrypted platforms.  

  • Clients are responsible for ensuring they have a private space and a reliable internet connection. 

  • Session links are unique to each client and are not recorded or stored. 

  • Clients are advised not to share session links and to inform the therapist if privacy cannot be maintained on their end. 

Supervision

All therapists are required to undertake regular supervision. In supervision, case material may be discussed anonymously and confidentially to ensure best practice. 

Supervisors are bound by the same professional and ethical obligations around data protection and confidentiality. 

Data Protection complaints

If you have a concern about how I handle your personal information, I want to hear from you.

How to raise a concern

You can contact me by email: Info.thoughtsanctuary@gmail.com . Please describe your concern as clearly as you can, and include any relevant dates or details.

What happens next

I will acknowledge your complaint within 30 days of receiving it. I will then look into your concern and respond to without undue delay.

If you are dissatisfied

If you are not satisfied with my response, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Contact Me

For any questions, concerns, or to exercise your rights regarding your personal data, please contact: 

Stacey Le Petevin Dit Le Roux