Privacy Policy
Updated: November 2025
This Privacy Policy explains how I collect, use, and store personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the British Association for Counselling and Psychotherapy (BACP) Ethical Framework, and the Federation of Holistic Therapists (FHT) Code of Conduct.
What Information is Collected
As part of our work together, I may collect and store personal information including:
- Full name
- Contact details (email, phone number, address)
- Emergency contact information
- GP details (if relevant or required)
- Brief session notes
- Health, emotional, and lifestyle information relevant to counselling and/or bodywork treatment
- This information is collected via:
- Booking platforms (e.g., Acuity Scheduling)
- Email or phone correspondence
- Intake forms and assessments
- In-session note-taking (paper or digital)
Why Your Personal Data is Collected
Your data is collected for the following purposes:
- To provide counselling or bodywork sessions safely and ethically
- To contact you regarding appointments or agreed matters
- For clinical and treatment record-keeping
- With your consent, to share occasional updates, resources, or relevant service offerings
The lawful basis for collecting and processing your data includes:
- Contractual necessity – to fulfil our agreement to provide you with services
- Legal obligation – to meet legal and insurance requirements
- Legitimate interest – to provide professional and safe practice
- Consent – for optional communications or specific uses beyond service provision
Data Storage and Security
Your personal data is stored securely using encrypted, password-protected digital systems and/or locked physical files. I take all reasonable steps to prevent unauthorised access, loss, or misuse.
Client notes are kept for a minimum of 7 years following our last session, in accordance with legal, insurance, and FHT/BACP professional guidelines. After this time, they will be securely destroyed (deleted when digital).
Third-Party Services
I use GDPR-compliant third-party services such as Acuity Scheduling for appointment booking. Any such services are reviewed to ensure they maintain appropriate data protection standards. Their own privacy policies apply.
Your Rights
You have the right to:
- Access any personal data I hold about you
- Request correction of inaccurate or outdated information
- Request deletion of your data, where applicable
- Withdraw consent at any time (where applicable)
- Complain to the Information Commissioner’s Office (ICO) if you believe your data is being mishandled
To exercise your rights, please contact Sara Williams in writing at hello@sphericalliving.com
Confidentiality & Ethical Obligations
Your information and sessions are treated as confidential. However, there are certain legal and ethical limits where I may be required to share information:
- If you disclose intent to harm yourself or others
- If there is a safeguarding concern involving a child or vulnerable adult
- If required by a court order or legal obligation
- If shared anonymously in professional supervision for ethical practice
Mailing Lists & Marketing
You can unsubscribe at any time by contacting me in writing, or clicking the unsubscribe link in any group email communication I send out.
Policy Updates
This Privacy Policy is reviewed regularly and may be updated from time to time. The most current version will always be available on this website.
