Privacy Policy

Last updated: 5 September 2026

Innerbit Therapy Services Ltd. respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you contact us, use our website, or receive services from us.
 

Innerbit Therapy Services Ltd. provides counselling, coaching and supervision services. We are responsible for handling personal information in accordance with applicable UK data protection law.
 

What information do we collect?

The information we collect will depend on how you interact with us and the services you receive.

When you contact us or use our website, we may collect information such as:

• Your name

• Email address

• Telephone number

• Information you provide through an enquiry form

• Information contained in correspondence with us

• Appointment and administrative information
   

If you become a client, we may also collect information necessary to provide and manage our services. This may include:

• Contact details and other identifying information

• Information relating to your counselling, coaching or supervision

• Consent and service agreements

• Session notes

• Risk assessments and information relating to safeguarding

• Relevant correspondence

• Information relating to appointments and service delivery

• Where appropriate, your address or current location

• Emergency contact details

• Relevant healthcare contact information, such as GP details
   

Some information collected as part of therapeutic work may constitute special category data, including information concerning health.

We aim to collect information that is relevant and proportionate to the services we provide.

How do we use your information?

We may use your personal information to:

• Respond to enquiries

• Arrange appointments and consultations

• Provide and manage counselling, coaching and supervision services

• Communicate with you about appointments and administrative matters

• Maintain appropriate professional and legal records

• Assess and manage risks where necessary

• Respond to safeguarding concerns or emergencies

• Meet our legal and professional responsibilities

• Deal with complaints or concerns

• Process payments and maintain appropriate financial records

• Support professional supervision and safe practice, using anonymised information where possible
   

We will only use your information where we have a lawful basis for doing so.

Our lawful bases for processing information

Our Data Protection Policy identifies the following lawful bases for processing personal information, depending on the circumstances:

• Contract — where processing is necessary to deliver counselling, coaching or supervision services.

• Legitimate interests — where necessary for safe and effective service provision.

• Vital interests — where necessary to protect someone's life, including in appropriate safeguarding situations.
   

Where we process special category information, such as health information, our Data Protection Policy identifies provision of health care and, where required, explicit consent as relevant conditions for processing.

The appropriate lawful basis will depend on the particular circumstances and the information being processed.

Confidentiality and information sharing

Confidentiality is fundamental to our therapeutic work. We will normally keep information you provide confidential.

However, confidentiality is not absolute.
 

We may share relevant information where:

• There is a risk of harm to you or another person

• There is a safeguarding concern

• Abuse or neglect is suspected

• We are required to do so by law, including where there is a legal or court requirement

• Sharing information is necessary to protect life or safety
   

Where appropriate and where doing so would not increase risk or otherwise be inappropriate, we will seek your consent and/or inform you before information is shared.

Where information needs to be shared, we aim to share only information that is relevant and proportionate and only with appropriate people or services on a need-to-know basis.

This may include appropriate safeguarding or emergency services where necessary.

For children and young people, information may be shared where there is a safeguarding concern, a risk of harm, or a legal requirement. Parental consent arrangements and the young person's competence will be considered in accordance with our safeguarding and consent policies.

Professional supervision

As part of safe and ethical practice, client work may be discussed in professional supervision.

Where possible, client information will be anonymised and only relevant information will be shared. Supervision is conducted in accordance with our confidentiality and data protection requirements.

Online and remote services

Where services are provided online or remotely, we use secure and appropriate platforms and take reasonable steps to protect privacy and confidentiality.
 

Depending on the circumstances, we may need to confirm your location and obtain emergency contact information so that appropriate action can be taken if an emergency or safeguarding concern arises.

Online sessions will not be recorded without explicit consent.

Clients are also expected, where possible, to attend remote sessions from a private and safe environment.

 

How do we keep your information safe?

 

We take reasonable and appropriate steps to protect personal information against loss, misuse, unauthorised access or disclosure.

Our internal Data Protection Policy provides for:

• Secure, password-protected electronic systems

• Access limited to authorised individuals

• Secure storage of paper records

• Restricted access to paper records

• Appropriate security and confidentiality measures for digital communication

We only record information that is relevant and proportionate to the purpose for which it is needed.
 

Will we sell or use your information for marketing?

We will not sell your personal information.

We will not share your personal information with third parties for their own marketing purposes.

Where information needs to be shared for safeguarding, legal, professional, emergency or other legitimate purposes, this will only be done where appropriate and in accordance with applicable requirements.

How long do we keep your information?
 

We retain personal information only for as long as necessary and in accordance with our professional, legal and safeguarding responsibilities.

Our current retention arrangements provide that:

• Adult client records: normally retained for 6 years after the last contact.

• Child client records: retained until the child reaches age 25 or for 6 years after the last contact, whichever is longer.

After the applicable retention period, information will be securely destroyed.

Other administrative information may be retained for different periods where required by applicable legal, professional or operational requirements.
 

Your data protection rights

Depending on the circumstances, you have rights concerning the personal information we hold about you. These may include the right to:

• Request access to your personal information

• Ask us to correct inaccurate or incomplete information

• Request erasure of your information, where applicable

• Request restriction of processing, where applicable

• Object to certain processing

• Withdraw consent where we are relying on consent as the lawful basis for processing

These rights are subject to certain legal exceptions and limitations. For example, we may need to retain information where there is a legal, professional or safeguarding reason to do so.

 

Subject Access Requests

You can request access to the personal information we hold about you.

We will normally respond to a valid Subject Access Request within one month, subject to the applicable legal requirements.

We may need to verify your identity before providing information. Information may also need to be redacted or withheld where legally permitted or required, including where disclosure could affect another person's rights or where another legal restriction applies.

Data breaches
 

We take reasonable steps to prevent personal data breaches.

If a breach occurs, we will assess the incident, record it and take appropriate action. Where required, we will report a qualifying breach to the Information Commissioner's Office (ICO) within the applicable time period and will inform affected individuals where necessary.

Complaints about your personal information

If you have concerns about how we have handled your personal information, please contact us in the first instance so that we can try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled in accordance with data protection law.
 

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