Privacy Policy

Our Commitment to Your Privacy 

 

Company name: Greyspace Therapy Ltd  

Company number: 844995

Registered office: 

 

54 St Quivox Road

Prestwick

KA9 1LU

 

Email: hello@greyspacetherapy.co.uk 

Website: www.greyspacetherapy.co.uk 

 

As the data controller, we are responsible for how your personal data is collected, used, and protected. 

 

The Information We Collect 

 

We only collect information that is necessary to provide safe, ethical, and effective counselling services. 

 

  1. a) Personal information
  • Name 
  • Date of birth 
  • Email address and phone number 
  • Emergency contact details 

 

  1. b) Sensitive (special category) information

As a counselling service, we may process sensitive personal data, including: 

 

  • Information about your mental and emotional wellbeing 
  • Personal history shared during counselling sessions 
  • Brief therapy notes 

This information is given enhanced protection under UK GDPR. 

 

  1. c) Technical information

When you use our website, we may collect limited technical data such as: 

 

  • IP address 
  • Browser type 
  • Website usage information (via cookies) 

How We Collect Your Information 

 

We collect information when you: 

 

  • Make an enquiry or book an appointment through our website 
  • Attend counselling sessions 
  • Communicate with us by email or phone 
  • Use our website 
  • Share information during therapy sessions 

Lawful Basis for Processing Your Data 

 

Under UK GDPR, we rely on the following lawful bases for processing personal data: 

 

  • Contract – where processing is necessary to provide counselling services you have booked and paid for 
  • Consent – for counselling services and certain communications 
  • Legal obligation – where we are required to retain information by law 
  • Vital interests – to protect life in rare emergency situations 
  • Legitimate interests – for practice administration and record-keeping 

For sensitive (special category) data, processing is based on: 

 

  • Explicit consent 
  • Provision of health and social care 

You may withdraw your consent at any time, although this may affect our ability to continue providing counselling services. 

 

How We Use Your Information 

 

Your information is used to: 

 

  • Provide one-to-one online counselling 
  • Arrange and manage appointments 
  • Communicate with you about your therapy 
  • Maintain accurate, confidential client records 
  • Support your safety and wellbeing 
  • Meet legal, ethical, and professional obligations 

We do not sell your data or use it for marketing without your explicit consent. 

 

Fees and Payment Information

 

Payments for counselling sessions are made securely via the Greyspace Therapy website at the time of booking. 

 

Greyspace Therapy Ltd does not store or have access to your full payment card details. Payments are processed by a trusted third-party payment provider, who is responsible for securely handling your financial information in accordance with their own privacy policies and regulatory obligations. 

 

Confidentiality and Its Limits 

 

Counselling at Greyspace Therapy is confidential. This means that what you share is respected and protected. 

 

Confidentiality may only be broken where: 

 

  • There is a serious risk of harm to you or someone else 
  • We are legally required to disclose information 
  • There are safeguarding concerns involving children or vulnerable adults 

Wherever possible, we will aim to discuss this with you before taking any action. 

 

Online Counselling and Microsoft Teams 

 

Counselling sessions are provided on a one-to-one basis using Microsoft Teams. 

 

  • Sessions are not recorded 
  • Microsoft Teams uses encryption and security controls 
  • Microsoft acts as a data processor on our behalf

Data may be processed or stored on secure servers, including outside the UK, with appropriate safeguards in place under UK GDPR. 

 

Clients are encouraged to access sessions from a private and secure location. While online counselling carries some inherent digital risks, we take reasonable steps to minimise these. 

 

Data Storage, Security, and Retention 

 

We take appropriate technical and organisational measures to keep your information secure, including: 

 

  • Password-protected systems 
  • Encrypted platforms where available 
  • Restricted access to client information 

Data retention 

 

Client records, including therapy notes, are retained for 7 years after the end of therapy, in line with professional guidance and legal requirements. 

 

Financial and transaction records are retained in accordance with UK tax and accounting obligations. 

 

After retention periods expire, records are securely deleted or destroyed. 

 

Your Rights 

 

You have the right to: 

 

  • Access your personal data 
  • Request correction of inaccurate or incomplete information 
  • Request deletion of your data (where applicable) 
  • Restrict or object to processing 
  • Request data portability 
  • Withdraw consent at any time 

Some rights may be limited where we are required to retain information for legal or professional reasons. 

 

To exercise your rights, please contact us using the details above. 

 

Cookies and Website Use 

 

Our website may use cookies to support functionality and understand how the site is used. You can manage cookie preferences through your browser settings. 

 

Third-Party Services 

 

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

 

  • Microsoft Teams – for online counselling 
  • Website hosting, booking, payment, and secure email services 

All providers are required to comply with data protection law and maintain appropriate safeguards. 

 

Intellectual Property 

 

The name Greyspace Therapy and associated branding are the intellectual property of Greyspace Therapy Ltd. Unauthorised use of branding or website content is not permitted. 

 

Complaints 

 

If you have concerns about how your data is handled, please contact us first so we can address them. 

 

You also have the right to complain to the Information Commissioner’s Office (ICO): 

 

Website: www.ico.org.uk 

Telephone: 0303 123 1113 

 

Changes to This Policy 

 

This Privacy Policy may be updated from time to time. The most recent version will always be available on our website.