Privacy Policy
Last Updated: 15th June 2026
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Introduction:
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Karuna Therapeutic Services is committed to protecting your privacy and handling your personal information with care, transparency, and respect.
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As a therapeutic practice, I recognise that trust and confidentiality form the foundation of safe and ethical therapeutic relationships. This Privacy Policy explains what information I collect, why I collect it, how it is stored, and your rights regarding your personal information.
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Karuna Therapeutic Services is registered with the Information Commissioner's Office (ICO) and complies with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable provisions of the Data (Use and Access) Act 2025.
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Data Controller:
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Karuna Therapeutic Services is the Data Controller responsible for your personal information.
Contact Details
Karuna Therapeutic Services
Email: karunatherapeuticservices@gmail.com
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ICO Registration Number: ZB591450
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What Information May Be Collected?
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Depending on how you engage with Karuna Therapeutic Services, I may collect and process:
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Website Visitors
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Name
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Email address
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Information submitted through contact forms or through the downloading of online resources
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Website usage information through cookies and analytics (where applicable)
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Therapy Clients
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Name and contact details
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Emergency contact details
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GP details (where relevant)
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Session notes
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Information shared during assessment and therapy sessions
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Invoices and payment records
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Correspondence relating to appointments and therapeutic work
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Workshop and Group Participants
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Name and contact details
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Registration information
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Payment details
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Information voluntarily shared in relation to participation
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Special Category Data
As a therapist, I may process information relating to your physical health, mental health, neurodivergent identity, personal history, and therapeutic experiences. This information is considered "special category data" under UK GDPR and receives additional legal protection.
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Why Your Information Is Collected
Your information may be processed to:
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Respond to enquiries
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Arrange and manage appointments
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Provide therapy services
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Maintain clinical records
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Communicate regarding appointments and services
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Meet professional, legal, and insurance requirements
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Manage payments and invoicing
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Ensure safe and ethical practice
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Legal Basis for Processing
Under UK GDPR, the lawful bases relied upon may include:
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Contract
Where processing is necessary to provide therapy services requested by you.
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Legitimate Interests
To manage and develop the practice, maintain records, and communicate with clients appropriately.
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Legal Obligation
Where required by law, safeguarding duties, court orders, anti-money laundering requirements, or regulatory obligations.
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Special Category Data
Therapeutic information is processed under provisions allowing health and counselling professionals to provide care and maintain appropriate records.
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Confidentiality
Information shared within therapy is treated as confidential.
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However, confidentiality may be limited in circumstances including:
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Serious concerns regarding risk of harm to yourself or another person
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Safeguarding concerns involving a child or vulnerable adult
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Legal requirements such as court orders
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Professional requirements to discuss work within clinical supervision
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Where possible and appropriate, I will discuss any necessary disclosure with you beforehand.
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Clinical Supervision
As part of ethical practice, I engage in regular clinical supervision.
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Client work may be discussed anonymously with a qualified supervisor to ensure safe, ethical, and effective practice. Identifying information is removed wherever possible.
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Professional Memberships and Ethical Practice
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Karuna Therapeutic Services operates in accordance with the ethical principles and professional standards of:
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The British Association for Counselling and Psychotherapy (BACP)
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The National Counselling & Psychotherapy Society (NCPS)
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As an NCPS Accredited Professional Registrant, I am committed to maintaining high standards of confidentiality, data protection, and professional practice.
How Information Is Stored
Reasonable technical and organisational measures are used to protect personal information from unauthorised access, loss, misuse, or disclosure.
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Information may be stored:
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On password-protected electronic systems
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Within secure email systems
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In encrypted or protected digital records
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In secure paper records where necessary
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Only information necessary for professional practice is retained.
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How Long Information Is Kept
Retention periods may vary depending on the nature of the service provided.
In accordance with professional guidance and insurance requirements:
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Therapy Client Records
Records are typically retained for five years following the end of therapy, as in accordance with the requirements of my insurer Holistic.
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Children and Young People
Where applicable, records may be retained until the client's 25th birthday (or longer where required).
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Financial Records
Financial records are retained for the period required by HMRC and relevant legislation.
After retention periods have expired, records are securely destroyed.
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Sharing Information
Personal information will not be sold or shared for marketing purposes.
Information may be shared only where necessary with:
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Clinical supervisors (anonymised wherever possible)
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Professional indemnity insurers
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Legal or regulatory authorities where required by law
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Emergency services where there is significant risk of harm
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Cookies and Website Analytics
This website may use cookies and analytics tools to understand how visitors use the website and to improve user experience.
You may manage cookie preferences through your browser settings.
Where legally required, consent will be requested before non-essential cookies are placed on your device.
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Your Rights
Under UK GDPR, you may have the right to:
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Access your personal information
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Request correction of inaccurate information
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Request erasure in certain circumstances
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Restrict processing
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Object to certain forms of processing
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Request data portability where applicable
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Withdraw consent where consent is the basis for processing
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Requests can be made by contacting:
karunatherapeuticservices@gmail.com
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Data Protection Concerns and Complaints
If you have concerns about how your personal information has been handled, you are encouraged to contact Karuna Therapeutic Services directly.
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Email: karunatherapeuticservices@gmail.com
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Please provide details of your concern and any relevant information.
Complaints relating to data protection will be:
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Logged securely
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Acknowledged within 30 days
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Investigated appropriately
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Responded to in writing
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Information Commissioner's Office (ICO)
If you remain dissatisfied following our response, you have the right to raise your concerns with the Information Commissioner's Office (ICO).
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The ICO is the UK's independent authority responsible for data protection and information rights.
Further information can be found via the ICO website.
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Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in legislation, professional requirements, or practice procedures.
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The most recent version will always be available on this website.