Kate Baker Counselling
Last Updated: August 2026
Privacy Notice
At Kate Baker Counselling, I understand that your privacy is important. Trust is at the heart of the therapeutic relationship, and I am committed to protecting your personal information and handling it with care, sensitivity and confidentiality.
This Privacy Notice explains what information I collect, why I collect it, how it is used, how it is stored and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who I Am
Kate Baker Counselling is the Data Controller responsible for your personal information.
If you have any questions about this Privacy Notice or how your information is handled, please contact me using the email address listed on my website.
I am registered with the Information Commissioner’s Office (ICO) and comply with UK data protection legislation.
The Information I Collect
Depending on your contact with me, I may collect the following information:
● Your name
● Email address
● Telephone number
● Postal address (where required)
● Date of birth
● Emergency contact details
● GP details (where appropriate)
● Relevant medical or mental health information
● Information relating to your wellbeing and therapeutic goals
● Session notes
● Appointment history
● Payment records
● Email correspondence between us
I only collect information that is relevant and necessary for providing counselling safely and professionally.
Your information may be collected when you:
● Visit my website.
● Book an appointment through Konfidens.
● Complete assessment or intake forms.
● Communicate with me via email.
● Attend counselling sessions.
● Share information during therapy.
My website does not contain a contact form. If you wish to arrange counselling, you will be directed securely to Konfidens.
Why I Collect Your Information
I collect personal information to:
● Respond to enquiries.
● Arrange appointments.
● Deliver safe and effective counselling.
● Maintain appropriate clinical records.
● Communicate with you about your appointments.
● Meet safeguarding responsibilities.
● Comply with professional, legal and insurance requirements.
● Manage my counselling practice effectively.
My Lawful Basis for Processing Your Information
Under the UK GDPR, I process your information under the following lawful bases:
● Article 6(1)(b) – Contract
To provide the counselling services you have requested.
● Article 6(1)(f) – Legitimate Interests
To manage my counselling practice efficiently and provide continuity of care.
● Article 6(1)(c) – Legal Obligation
Where I am required to comply with legal responsibilities.
Because counselling involves health information, I also process Special Category Data under:
● Article 9(2)(h) – Provision of health or social care.
● Article 9(2)(f) – Establishment, exercise or defence of legal claims where applicable.
Processing is carried out in accordance with the Data Protection Act 2018.
Confidentiality
Everything you share during counselling is treated as confidential.
However, confidentiality may need to be broken where:
● there is a serious risk of harm to yourself or another person;
● there are safeguarding concerns involving a child or vulnerable adult;
● disclosure is required by law or court order;
● information is required to prevent or detect serious crime.
Wherever possible, I will discuss any necessary disclosure with you before sharing information.
Clinical Supervision
As a registered counsellor, I undertake regular clinical supervision in accordance with the BACP Ethical Framework.
Supervision helps ensure that I practise safely, ethically and effectively.
During supervision, your identity is protected wherever possible. Only the minimum information necessary is shared, and my supervisor is also bound by strict professional standards of confidentiality.
Using Konfidens
I use Konfidens, a secure practice management platform designed for therapists.
Through Konfidens you may:
● book appointments;
● complete counselling forms;
● receive appointment reminders;
● attend secure online counselling sessions;
● make payments;
● securely store therapy-related documents.
Client records are securely stored within Konfidens using encrypted cloud-based technology.
Payments
Payments are processed securely through Konfidens using its integrated payment system.
Payment methods may include debit card, credit card or other payment methods supported by the platform.
I do not store your full payment card details.
Email Communication
I use Proton Mail for email communications.
While Proton Mail provides encrypted email services, you should be aware that standard email cannot always be guaranteed to be completely secure during transmission between different email providers.
For sensitive clinical information, Konfidens may be used where appropriate.
Website Cookies and Analytics
My website is hosted by Squarespace.
Squarespace uses cookies that are necessary for the operation, functionality and security of the website.
Where website analytics are enabled, anonymous information may be collected to help understand how visitors use the website and to improve its performance. This information does not normally identify you personally.
You can manage cookie preferences through your web browser settings.
Third-Party Services
To provide my services, I use trusted third-party providers including:
● Squarespace (website hosting)
● Konfidens (practice management, secure video sessions, records and payments)
● Proton Mail (secure email)
Each provider has its own privacy and security policies and processes personal information in accordance with applicable data protection legislation.
International Data Transfers
Some third-party service providers may process or store data outside the United Kingdom.
Where this occurs, I take reasonable steps to ensure that appropriate safeguards are in place so that your personal information continues to receive an adequate level of protection in accordance with UK GDPR.
Keeping Your Information Secure
I take appropriate technical and organisational measures to protect your information, including:
● encrypted cloud-based clinical records;
● password-protected devices;
● secure email services;
● strong passwords and two-factor authentication where available;
● regularly updated software and security measures;
● limiting access to personal information.
No electronic system can ever be guaranteed to be completely secure, but every reasonable effort is made to protect your information.
How Long I Keep Your Information
In line with professional guidance and insurance requirements, I retain counselling records for seven years after therapy has ended.
At the end of this retention period, records will be securely deleted or destroyed unless there is a lawful reason to retain them for longer.
Your Rights
Under UK GDPR you have the right to:
● request access to your personal information;
● request correction of inaccurate information;
● request erasure of your information in certain circumstances;
● request restriction of processing;
● object to certain processing;
● request transfer of your information where applicable;
● withdraw consent where processing relies upon consent.
Some of these rights are limited where I have legal, safeguarding or professional obligations to retain information.
Subject Access Requests
You have the right to request a copy of the personal information I hold about you.
Requests should be made in writing.
I will normally respond within one month, unless legislation allows for an extension.
Data Breaches
If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, I will comply with my legal obligations under UK GDPR.
This may include reporting the breach to the Information Commissioner’s Office and, where required, informing affected individuals.
Working With Children and Young People
My counselling services are currently intended for adults aged 18 years and over.
If this changes in the future, this Privacy Notice will be updated to explain how personal information relating to children and young people is handled.
External Links
My website may contain links to external websites, including Konfidens.
Once you leave my website, I am not responsible for the privacy practices or content of external websites. I encourage you to read their privacy notices.
Complaints
If you have any concerns about how your personal information has been handled, I encourage you to contact me first so that I can try to resolve the matter.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you believe your data has been processed unlawfully.
Changes to This Privacy Notice
This Privacy Notice may be updated from time to time to reflect changes in legislation, professional guidance or the way my practice operates.
The latest version will always be available on my website.
Thank you for taking the time to read this Privacy Notice. Protecting your privacy and maintaining your trust are fundamental parts of my commitment to providing a safe, ethical and professional counselling service.