Privacy Policy

 

This privacy policy explains how Therapy Pond, a therapy practice operated by sole trader Rachel Solomon, collects, uses and protects your personal information when you use therapy services or visit the website.

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By engaging with Therapy Pond’s services, you consent to your information being handled in line with this policy and applicable data protection law, including the UK GDPR and the Data Protection Act 2018.​

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Who is responsible for your data?

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• Data controller: Therapy Pond – Rachel Solomon (sole trader)

• Business name: Therapy Pond

• Trading status: Sole trader

• Contact email: office@therapy-pond.com

• Contact telephone: 020 8058 3359

• Postal address: 137–139 Brent Street, London, NW4 4DJ

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What information is collected Therapy Pond may collect and process the following types of information about you in order to provide therapy services safely and effectively:​

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• Identity and contact details: Name, address, phone number, email, emergency contact and GP details.​

• Administrative information: Session dates and times, invoices, payment records and correspondence.​

• Therapy information: Brief history, presenting difficulties, session notes and any information you choose to share during therapy. This may include “special category data” such as mental health information.​

• Website and communications data: Information you submit via contact forms and basic technical data (such as IP address and browser type) where necessary for security and site functionality.​

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Why your information is used (legal bases)

Your information is only used when there is a valid legal basis to do so under data protection law.​

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Therapy Pond may use your data for:

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• Providing therapy: To arrange and deliver therapy sessions, maintain notes and manage your care (performance of a contract and legitimate interests).​

• Safety and clinical governance: To ensure work is ethical, safe and clinically appropriate, including supervision (legitimate interests and, for special category data, provision of health care).​

• Administration: To manage appointments, handle payments, respond to enquiries and keep appropriate business records (legitimate interests and legal obligation).​

• Legal and regulatory purposes: To comply with legal obligations, court orders or requests from regulators where required (legal obligation).​

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For special category data (such as health information), processing is based on your explicit consent and/or the need to provide health‑related services.​

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How your information is stored and kept secure Reasonable technical and organisational measures are used to keep your information secure and confidential.​

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These may include:

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• Password‑protected devices and accounts.

• Secure storage of paper notes in locked cabinets, accessible only to the therapist.

• Use of reputable encrypted email or practice management systems where relevant.​

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Information is not kept for longer than necessary; typically, therapy records are retained for a minimum of 7 years after your last session (or longer where professional, legal or insurance requirements apply), after which they are securely destroyed.​

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Sharing your information

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Your information is treated as confidential and is not sold or used for marketing by third parties.​

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Information may be shared only in the following situations:

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• Supervision: Brief, non‑identifying clinical material may be discussed with a qualified supervisor to support safe and effective practice; names or obvious identifying details are not normally disclosed.​

• With your consent: If you ask Therapy Pond to liaise with another professional (such as your GP, psychiatrist or another therapist), only the minimum necessary information will be shared, usually in writing and with your agreement.​

• Legal or safeguarding duties: Information may be shared without your consent if there is a legal obligation or a serious concern about risk of harm, for example:

  • Risk of serious harm to you or others

  • Child or vulnerable adult protection concerns

  • A court order requiring disclosure​

Where electronic services (for example video platforms or email providers) are used, they are chosen with privacy and data security in mind, but they may process data outside the UK under appropriate safeguards.​

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Your rights

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Under UK data protection law you have the following rights in relation to your personal information:​

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• Right of access: To ask for a copy of the personal information held about you.

• Right to rectification: To ask for inaccurate or incomplete information to be corrected.

• Right to erasure: To ask for your information to be deleted in certain circumstances (for example where it is no longer needed), subject to professional and legal record‑keeping duties.

• Right to restrict or object: To request limited use of your information or object to certain uses, where the legal basis allows this.

• Right to data portability: To request your personal data in a commonly used format in certain circumstances.

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Some rights are limited by the need to maintain clinical records, legal obligations and the rights of others.​

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If you wish to exercise any of these rights, please contact Therapy Pond using the details above.​

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Cookies and website

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If the Therapy Pond website uses cookies or similar technologies, these will be used only where necessary for the operation and security of the site, or with your consent where required.​

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A separate cookie notice may be provided on the website with further details about specific cookies and how to manage them.​

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Complaints

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If you have concerns about how your information is used, you can:

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• Contact Therapy Pond directly in the first instance using the contact details above to discuss and try to resolve the issue.

• If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO), the UK data protection authority, via www.ico.org.uk.

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Changes to this policy

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This policy may be updated from time to time to reflect changes in law or how the practice operates.​

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The most recent version will always be available on request and, where appropriate, notified to you during therapy.​