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Aaron Beeken Counselling Practice

Privacy Notice & Website Terms (2026)

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Contact details

Name: Aaron Beeken Counselling Practice
Address: 116 Manor Way, Deeping St James, Peterborough, PE6 8PY
Telephone: 07835 127874
Email: info@aaron-beeken.co.uk

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1. Introduction

This Privacy Notice explains how I collect, use, store, and protect your personal information when you access counselling services or use this website.

I am registered with the National Counselling Society and work in accordance with their ethical framework and UK data protection law (UK GDPR and Data Protection Act 2018).

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2. What information I collect

If you choose to work with me, I may collect and process the following information:

  • Your name and contact details (address, phone number, email)

  • GP details

  • Relevant health information (including physical and mental health history and medication)

  • Previous counselling or hypnotherapy experience

  • Session attendance and frequency

  • Signed counselling agreement/contract

  • Brief case notes relating to sessions

  • Relevant correspondence (email, text, phone contact)

  • Any safeguarding concerns, referrals, supervision discussions, or significant clinical decisions

 

3. Special category data

Because counselling involves health-related information, I may process special category data under Article 9 of UK GDPR.

This includes information about your mental and physical health.

This is processed under:

  • Article 9(2)(h) – provision of health or social care or treatment and the management of health services

 

4. How I collect your information

I collect information directly from you when you:

  • Contact me by email, phone, or text

  • Complete forms or intake information

  • Attend counselling sessions

  • Communicate with me during our work together

 

5. Lawful basis for processing your data

Under UK GDPR, I rely on the following lawful bases:

  • Article 6(1)(b) – Contract (to provide counselling services)

  • Article 6(1)(c) – Legal obligation (e.g. safeguarding, tax, accounting requirements)

  • Article 6(1)(f) – Legitimate interests (e.g. administration and service management)

For special category health data, I rely on:

  • Article 9(2)(h) – provision of health-related care or treatment

 

6. How I use your information

I use your information to:

  • Deliver counselling and psychotherapy services

  • Contact you about appointments and related communication

  • Assess suitability and ethical practice

  • Provide therapeutic support

  • Maintain clinical records

  • Meet legal and professional obligations

 

7. Confidentiality and sharing information

Your information is treated as confidential.

I do not share your personal information with third parties unless:

  • You give explicit consent, or

  • It is required by law, or

  • There is a safeguarding concern involving serious risk of harm to you or others

In such cases, I will normally discuss this with you first unless there is an immediate risk that prevents this.

 

8. Supervision

As part of ethical practice, I discuss aspects of my work in professional supervision.

No identifying information is used where possible. Supervisors are bound by strict confidentiality and ethical standards.

 

9. How I store your information

Your information is stored securely in the following ways:

  • Paper records are kept in a locked filing cabinet

  • Digital information is stored on password-protected devices

  • Access is restricted to the practitioner only

  • Data is pseudonymised where appropriate

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I take appropriate technical and organisational measures to protect your information.

 

10. Data retention

I store counselling records for 7 years after the end of our work together, in line with professional guidance and insurance requirements.

After this period, records are securely destroyed.

 

11. Your data protection rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure (in certain circumstances)

  • Request restriction of processing

  • Object to processing (in certain circumstances)

  • Request data portability (in certain circumstances)

You do not normally need to pay a fee to exercise these rights.

I will respond to valid requests within one month.

 

12. Data protection complaints procedure

If you have concerns about how your personal data has been handled, please contact me in the first instance in writing.

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I will:

  • Acknowledge your complaint within 30 calendar days

  • Investigate your concerns without undue delay

  • Keep you informed if the investigation takes longer

  • Provide a written response outlining the outcome wherever reasonably practicable

 

If you remain dissatisfied after my response, you have the right to complain to the:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk

Data protection complaints are handled separately from general service complaints where appropriate.

 

13. Consent and communication

When you contact me by email, phone, or text, I will store your contact details on secure devices in order to respond and manage our communication.

This processing is based on legitimate interests and/or contractual necessity rather than consent.

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14. Website and cookies

This website is hosted by Vistaprint, which may place cookies on your device to collect anonymised usage data.

This may include:

  • Number of visitors

  • Pages viewed

  • Approximate location (general region)

  • Referral sources (how users found the website)

This information does not identify individual users.

You can manage or delete cookies through your browser settings or via www.aboutcookies.org.

 

15. Website terms of use

By using this website, you agree to these terms.​

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Access

The website is provided free of charge. Access may be suspended or changed at any time without notice.

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Content

Content is for general information only and does not constitute professional advice.

 

Intellectual property

All content on this site is owned by Aaron Beeken Counselling Practice unless otherwise stated.

 

Liability

I do not accept liability for:

  • Loss or damage arising from use of this website

  • Interruptions or unavailability of the website

  • Third-party websites linked from this site

Nothing in these terms excludes liability where it cannot be excluded under UK law.

 

Viruses and misuse

You must not misuse the website or attempt to introduce malicious software. I do not guarantee the site will be free from errors or viruses.

 

Governing law

These terms are governed by the laws of England and Wales.

 

16. Contact

If you have any questions about this Privacy Notice, you can contact me using the details at the top of this document.

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