Privacy policy
Privacy policy.
For Embleton Psychotherapy Limited
Embleton Psychotherapy Limited is committed to protecting the privacy and confidentiality of all people who engage with our services, including therapist members, clients, workshop participants, and contacts within partner organisations. This policy explains how we collect, use, store, and share personal data, and outlines your rights under UK data protection law.
Embleton Psychotherapy Limited is based in the United Kingdom and processes personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. We apply equivalent standards of data protection to all people whose personal information we handle, regardless of their location.
For the purposes of data protection law, the data controller is Embleton Psychotherapy Limited. Embleton Psychotherapy Limited is a company registered in England and Wales, registered company number 10501182. Our registered office address is The Old Workshop, 1 Ecclesall Road South, Sheffield, S11 9PA.
If you have any questions about this policy or your personal data, you can contact us at info@embletonpsychotherapy.com.
Embleton Psychotherapy Limited processes different types of personal data depending on how you interact with us. This includes website visitors, therapist members, prospective clients seeking referrals, participants in workshops, users of our coaching platform, organisations we consult for, and individuals involved in touring welfare programmes.
We operate more than one online service. Our main website provides information about our work, while our online coaching platform is a separate service with its own booking and intake processes. The sections below explain how personal data is handled in each context.
General website use:
When you visit our main website or access our online services, we may collect basic technical information such as your IP address, browser type, pages visited, and time spent on the site. This information is collected to ensure our sites function properly, to maintain security, and to understand general usage patterns. Our lawful basis for this processing is our legitimate interest in running and improving our website. Where non-essential cookies are used, we rely on your consent.
Our website is built using standard web technologies. From time to time, we may introduce additional tools, such as analytics or embedded content, to improve the functioning of the website. Where this involves non-essential cookies or third-party services, we will request your consent and update this policy accordingly.
When you contact us via our online form or email, your message is transmitted through a secure server. We use this information solely to respond to your enquiry. Please be aware that while we take every precaution to protect your data, no system is entirely secure; we advise against sharing highly sensitive clinical details until a secure, encrypted consultation is established.
Client referrals
When prospective clients contact us seeking a therapist or advice, we may receive personal information including sensitive information about mental health, wellbeing, or personal circumstances. This information is used solely to help identify suitable therapists and facilitate referrals. Wherever possible, information is anonymised before being shared with therapists. Our lawful basis for this processing is our legitimate interest in providing referral support. Where health information is involved, we rely on an additional condition under data protection law relating to the provision of health or wellbeing support, and, where appropriate, your explicit consent.
Once a referral is made and a client begins working directly with a therapist, that therapist becomes the independent data controller for any therapy-related information. Embleton Psychotherapy Limited does not hold or manage therapy session records.
Our handling of your personal data is governed not only by UK data protection law but also by the strict ethical framework and confidentiality guidelines of the British Association for Counselling and Psychotherapy (BACP).
Workshops and psychoeducation
When we deliver workshops, training, or corporate wellbeing programmes, we may receive personal information from participants or from the commissioning organisation. This may include sensitive information shared during discussions. We use this information to deliver our services, manage safeguarding concerns where necessary, and improve future programmes. Our lawful basis is the performance of a contract with the commissioning organisation and our legitimate interests. Where we receive information about mental health or wellbeing, we use it only where this is necessary to provide the support or service requested, and, where appropriate, on the basis of the individual’s explicit consent. In many cases, the organisation commissioning the workshop will also act as a data controller in relation to its staff or participants.
Consultation
When we provide consultation to organisations or tours, we may receive sensitive information about individuals experiencing mental health or wellbeing difficulties. This information is used to provide advice, risk management or safeguarding support, or welfare system design. We act as an independent data controller for this work. Wherever possible, we encourage organisations to share anonymised or pseudonymised information.
Touring welfare officer
In our touring welfare officer model, the welfare officer provides direct welfare and psychological support to touring personnel. The welfare officer operates as an independent practitioner and data controller for any personal or health information disclosed during their work. Clinical supervision is provided by a senior psychotherapist who also acts as an independent data controller. Embleton Psychotherapy Limited does not receive, access, or store personal or confidential welfare disclosures from tours.
Data sharing, transfers, and retention
We may share personal data with service providers who support our operations, such as website hosts, booking platforms, payment providers, or IT support. We only share the minimum data necessary and ensure that appropriate data protection agreements are in place.
Some of our service providers store or process data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, such as UK adequacy regulations or approved contractual clauses, to protect your information.
We retain personal data only for as long as necessary for the purposes for which it was collected, or to comply with legal obligations. Enquiry data is typically retained for a limited period after a referral is completed. Membership records are retained for the duration of membership and for a reasonable period afterwards for legal and accounting purposes. Coaching platform booking and intake data is retained only as long as necessary to administer the service and meet legal obligations. Workshop and consultation records are retained for a limited period unless safeguarding or legal considerations require longer retention. We review our retention practices periodically to ensure personal data is not kept for longer than necessary.
You have the right to request access to the personal data we hold about you, to request correction of inaccurate information, to request deletion where appropriate, to restrict or object to certain types of processing, and to withdraw consent where processing is based on consent. You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled improperly.
If you wish to exercise your rights or have questions about your data, you can contact us at info@embletonpsychotherapy.com. You can also contact the Information Commissioner’s Office through their website at ico.org.uk.
We utilise industry-standard, encrypted platforms for video consultations and practice management to ensure the highest levels of confidentiality. A full list of the third-party processors we use (such as secure hosting and booking systems) is available upon request.
Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have received such information, we will take steps to delete it and, where appropriate, signpost to suitable services.
We may update this privacy policy from time to time. The most recent version will always be available on our website.
Embleton Psychotherapy Limited is registered with the UK Information Commissioner’s Office as a data controller.