This website and online privacy policy explains how I, Sarah Pearce of Sarah Pearce Counselling (“I”, “me”, “my”), collect, use, store and protect personal data when you visit this website or contact me online.
This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.
For further information on data protection law, you can visit the Information Commissioner’s Office (ICO):
https://ico.org.uk
By using this website or contacting me by email, you agree to the practices described in this policy.
1. Data Controller
Sarah Pearce is the Data Controller responsible for your personal data.
Contact email: sarahpearcecounselling@hotmail.com
2. What personal data I collect
Personal data means any information that can identify you directly or indirectly.
I may collect and process the following:
- Name
- Email address
- Telephone number (if provided)
- Information you choose to share in emails or enquiries
- Sensitive personal data (special category data), including health-related information if you choose to disclose it for counselling purposes
You are not required to provide personal data when browsing this website.
3. How your data is collected
I collect data in the following ways:
- When you contact me via email
- When you provide information during counselling enquiries or sessions
- Through cookies when you use this website
4. Lawful basis for processing your data
Under UK GDPR and the Data (Use and Access) Act 2025, I rely on the following lawful bases:
- Consent – when you contact me or voluntarily provide information
- Contract – when processing is necessary to provide counselling services
- Legal obligation – where I must keep records for legal, insurance, or regulatory purposes
- Legitimate interests – for managing enquiries, running my practice, and maintaining basic administrative records, provided these interests are not overridden by your rights
Where special category (sensitive) data is processed (such as health information), this is done under the condition of provision of health or social care services.
5. How I use your information
I use your data to:
- Respond to enquiries
- Provide counselling services
- Maintain accurate records
- Meet legal, insurance, and professional requirements
- Manage administration and communication
6. Confidentiality and sensitive information
Counselling involves sharing sensitive personal information. This information is treated with strict confidentiality.
You are advised not to include highly sensitive personal information in initial email enquiries unless necessary, as email is not a fully secure form of communication.
7. Email communication and security
If you contact me by email, I may collect your name, email address, and any information you choose to provide.
Emails are stored securely and are only accessible by me on password-protected devices.
My email provider is Microsoft Outlook. Their privacy policy can be found here:
https://privacy.microsoft.com/en-gb/privacystatement
8. Data retention
I will retain your personal data only for as long as necessary:
- Email enquiries (not taken forward into counselling): retained for up to 3 months
- Counselling records (including notes): retained for 7 years after the end of therapy
- After this period, records will be securely deleted or destroyed
Retention is in line with professional, insurance, and legal obligations.
9. Your data protection rights
Under data protection law, you have the following rights:
- The right to be informed about how your data is used
- The right of access to your personal data (Subject Access Request)
- The right to rectification (correction of inaccurate data)
- The right to erasure (in certain circumstances)
- The right to restrict processing
- The right to data portability (where applicable)
- The right to object to processing in certain circumstances
10. Subject Access Requests (SARs)
You may request a copy of the personal data I hold about you.
I will respond within one month of receiving your request.
This timeframe may be extended where requests are complex or numerous, in accordance with UK data protection law. I will inform you if an extension is required.
11. Automated decision-making
I do not use automated decision-making or profiling to make decisions about individuals.
12. Complaints
If you have concerns about how your data is handled, please contact me first so I can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk
Tel: 0303 123 1113
13. Cookies
This website is hosted by WordPress.com (Automattic Inc). Cookies are used to ensure the website functions properly and to help understand how visitors use the site.
Cookies may include:
- Essential cookies – required for the website to function
- Analytics cookies – used to understand website traffic and improve performance
When you first visit this website, you may be given options to accept or decline non-essential cookies. You can also manage cookies through your browser settings.
For more information about WordPress cookies and data processing:
https://automattic.com/privacy
For general cookie information:
http://www.aboutcookies.org
14. Third-party services and links
This website may contain links to third-party websites or services.
I am not responsible for the content or privacy practices of these external websites. You are encouraged to read their privacy policies before providing any personal data.
15. Social media
If you interact with me via social media platforms, those interactions are governed by the privacy policies of those platforms.
I will never request sensitive personal data via social media and encourage you to use email or telephone for confidential communication.
16. Data processors and international transfers
I use third-party service providers such as Microsoft Outlook and WordPress.com to process data on my behalf.
Where data is processed outside the UK, appropriate safeguards are used to ensure your data is protected in line with UK data protection law, such as adequacy regulations or standard contractual clauses.
17. Changes to this policy
I may update this privacy policy from time to time. Any updates will be published on this page.
You are encouraged to review this page periodically to remain informed about how your data is protected.
2026 © Sarah Pearce Counselling