Privacy & Ethics

Your privacy matters

This section explains how I collect, use, store, and protect your personal information in line with UK data protection laws (UK GDPR and the Data Protection Act 2018). 

If you’re working with me, or thinking about it, you have the right to know how your information is handled. I’ve kept this as clear and jargon-free as possible, but if anything doesn’t make sense, feel free to ask.

1. Who I Am

Kit Mitchell – Providing counselling, therapy & therapeutic coaching
ICO Registration Number: ZB914027
Contact: counsellingwithkit@gmail.com

2. What Information I Collect

• Your name, contact details (email, phone)

• Information shared via email, messages, forms and social media DMs

• Brief session notes

• Assessment and feedback form responses

• Client register (ID code, contact info, session history)

3. Special Category Data

As part of providing therapy and coaching services, I collect and process basic health-related information, which is classed as special category data under the UK GDPR.

My lawful basis for processing this data is:

• Article 6(1)(b) – performance of a contract (providing a service)

• Article 9(2)(h) – provision of health or social care

This means I handle your sensitive personal information only to deliver therapy/coaching, and only in ways that are necessary and appropriate under UK law.

4. How I Collect It

• Through Google forms, Microsoft forms, emails, texts, and social media DMs

• During sessions (online/in-person)

• Through feedback and assessment tools

5. Why I Collect It (Lawful Bases)

• To provide counselling, therapy or coaching (performance of a contract)

• To monitor outcomes (legitimate interest or consent)

• To comply with legal/ethical obligations (legal obligation)

• Marketing only with explicit opt-in (consent)

6. How I Keep It Safe

• Paper notes: locked cabinet

• Digital notes: encrypted OneDrive with two-factor authentication

• Laptop: password protected, anonymised notes temporarily stored

• Backups: encrypted external hard drive

• No audio/video recording without explicit consent

7. Sharing Your Data

• I do not sell or share your data

• Your data and information stays private unless:

  • There’s a serious risk of harm

  • I am required to do so by a court order

  • You give explicit consent

Some of the tools I use (like Google, Microsoft, and OneDrive) may process data on servers outside the UK. These providers use legally approved safeguards such as Standard Contractual Clauses (SCCs) to ensure your data is protected under UK data protection laws.

8. Retention & Deletion

• Records kept securely for 7 years post-service

• Then: paper records shredded, digital files securely deleted

9. Your Rights

• Access your data

• Correct/rectify inaccurate data

• Withdraw consent 

• Request deletion (unless retention is legally required)

• Object to processing

• Complain to the ICO

10. Queries
If you have questions, contact me at counsellingwithkit@gmail.com
You can also contact the ICO at: www.ico.org.uk / 0303 123 1113

This Privacy Notice was last updated: June, 2025

• I’m an Accredited Registrant with National Counselling & Psychotherapy Society (NCPS) and an individual member of the British Association for Counselling and Psychotherapy (BACP).

• I am ICO registered (ZB914027) and comply with UK GDPR and data protection laws. You can read my full Privacy Policy in the section above.

• I am fully insured for my work as a counsellor, therapist and coach.

• I am qualified and hold a BSc (hons) in Counselling & Psychotherapy. I continue to undertake relevant CPD (continuing professional development).

• I am proud to be part of the Safe Space Alliance, a global and collaborative network that visibly supports LGBTQI+ communities and helps people identify affirming, inclusive spaces.

Technology is changing the landscape of many professions, including the mental health and wellbeing fields.  

I approach AI with curiosity, critical thinking, and an ethical lens.

• I do not use AI to generate therapeutic advice.

• I never record sessions for the purpose of AI-assisted note-taking or transcription.

• Any notes I take are done manually and stored securely, in line with my Privacy Policy (detailed above).

I remain open and non-judgmental about how clients choose to use AI or assistive tools in their own lives. If it’s meaningful to you, I welcome those conversations, while keeping the therapeutic space human and private. 

I am actively involved in ongoing CPD and contribute to discussions about ethics and regulation in this evolving area..

If I ever use AI in client work…

I will only consider using AI in client work (eg. scheduling tools, admin automation) if the following conditions are met:

1. I will provide full transparency about the tool, its use, and its limitations.

2. Clients will be asked for informed, opt-in consent (not passive opt-out).

3. Any data processed by AI will be anonymised and kept secure.

4. The AI system used will align with ethical and legal standards (GDPR, BACP guidelines, etc).

5. It will never replace or interfere with the core human relationship in therapy.

Human connection, safety, privacy, and your autonomy come first. Always.