Privacy Policy

Last Updated: June 2026

Introduction

At emOTive Therapy, your privacy is important to us. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, make an enquiry, access therapy, occupational therapy, supervision, assessment or consultation services, attend training, or otherwise interact with us.

We are committed to processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and other applicable privacy legislation.

Who We Are

Data Controller

Lucinda Pollard trading as emOTive Therapy

Email: hello@emotivetherapy.co.uk

Website: https://emotivetherapy.co.uk

For any questions regarding this Privacy Policy or your personal information, please contact us using the details above.

Information We Collect

Personal Information

We may collect:

• Name

• Email address

• Telephone number

• Postal address

• Date of birth

• Emergency contact details

• GP details

• Employer details where relevant

• Information provided through contact forms, questionnaires and assessments

Health and Clinical Information

Where you access clinical services, we may collect:

• Medical information

• Mental health information

• Neurodevelopmental information

• Assessment information

• Therapy records

• Occupational therapy records

• Session notes

• Risk-related information

• Information relevant to supervision or consultation services

Website Information

When you visit our website, we may automatically collect:

• IP address

• Browser type

• Device information

• Website usage information

• Cookies and analytics information

How We Use Your Information

We may use your information to:

• Respond to enquiries

• Arrange appointments and consultations

• Deliver therapy, occupational therapy, supervision, consultation and assessment services

• Maintain clinical and professional records

• Prepare reports and correspondence

• Process payments and issue invoices

• Meet legal, professional and regulatory obligations

• Improve our website and services

• Send newsletters, training updates or resources where you have consented

• Protect the safety and wellbeing of clients and others where necessary

Lawful Bases for Processing

Depending on the circumstances, we process information under one or more of the following lawful bases:

• Consent

• Contract

• Legal obligation

• Legitimate interests

• Provision of health and social care services

Where special category data is processed, including health information, we rely upon the additional conditions permitted under UK GDPR and the Data Protection Act 2018.

Clinical Records

Where you access clinical services, records may be created and maintained to support safe, effective and ethical practice.

Records may include:

• Assessment information

• Session notes

• Correspondence

• Reports

• Risk assessments

• Outcome measures

• Clinical formulations

• Treatment plans

Clinical records are retained in accordance with professional, legal, safeguarding and insurance requirements.

Adult clinical records are typically retained for a minimum of seven years following the end of services, although longer retention periods may apply where required by law, safeguarding responsibilities, professional guidance or insurance obligations.

Confidentiality and Safeguarding

Information shared during therapy, supervision and consultation is treated as confidential.

However, confidentiality may need to be breached where:

• There is a significant risk of harm to yourself or another person

• There are safeguarding concerns involving a child or vulnerable adult

• Disclosure is required by law

• Disclosure is necessary to prevent or detect serious crime

• Disclosure is required by a court order or regulatory authority

Where possible, any necessary disclosure will be discussed with you beforehand.

AI-Assisted Transcription

With your consent, secure AI-assisted transcription tools may be used to support clinical note-taking and documentation.

Heidi Health may process limited information discussed during appointments for the purpose of generating draft clinical documentation.

All documentation is reviewed, edited and approved by the clinician before being incorporated into the clinical record. AI-assisted transcription does not replace professional judgement, assessment, formulation or clinical decision-making.

You may withdraw consent to AI-assisted transcription at any time.

Third-Party Service Providers

We use trusted third-party providers to support the operation of our services.

These may include:

• Google Workspace (email, document storage and administration)

• Google Meet (video appointments)

• Google Forms (questionnaires and information gathering)

• Heidi Health (clinical transcription support)

• Acuity Scheduling (appointment booking)

• Stripe (payment processing)

• MailerLite (newsletter and email communications)

• Website hosting providers

• Analytics and security services

These providers process information on our behalf and are required to maintain appropriate security measures.

Sharing Information

We do not sell, rent or trade personal information.

Information may be shared:

• With your consent

• Where required by law

• For safeguarding purposes

• To protect someone from serious harm

• With professional advisers, insurers, regulators or legal representatives where necessary

• To meet professional, regulatory or insurance obligations

Only the minimum necessary information will be shared.

International Transfers

Some service providers may process information outside the United Kingdom.

Where this occurs, appropriate safeguards are implemented to ensure personal information remains protected in accordance with applicable data protection legislation.

Data Security

We take reasonable technical and organisational measures to protect personal information, including:

• Password-protected systems

• Multi-factor authentication where available

• Encrypted services and platforms

• Secure storage practices

• Restricted access to information

• Regular software and security updates

While we take appropriate precautions, no electronic transmission or storage system can be guaranteed completely secure.

Data Retention

Information is retained only for as long as reasonably necessary to fulfil the purposes for which it was collected and to meet legal, professional, safeguarding, regulatory and insurance requirements.

Typical retention periods include:

• Clinical records: Minimum seven years following the end of services

• Enquiry information where services are not provided: Up to twelve months

• Financial records: In accordance with HMRC requirements

• Marketing and newsletter information: Until consent is withdrawn or the information is no longer required

Information will be securely deleted or anonymised when no longer required.

Your Rights

Under UK data protection legislation, you have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request erasure in certain circumstances

• Restrict processing in certain circumstances

• Object to certain processing activities

• Withdraw consent where consent is relied upon

• Request data portability where applicable

Requests should be submitted using the contact details provided above.

We may request proof of identity before releasing personal information.

Requests for access to personal information will be handled in accordance with applicable data protection legislation and may involve reasonable and proportionate searches of relevant records.

Data Protection Complaints

If you have concerns about how your personal information has been handled, please contact us in writing.

We will acknowledge complaints within 30 days and aim to resolve them as promptly as possible.

If you remain dissatisfied, you have the right to contact the Information Commissioner's Office (ICO):

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

Cookies

Our website may use cookies and similar technologies to improve website functionality, analyse website usage and enhance your experience.

You can manage cookies through your browser settings.

For more information, please refer to our Cookie Policy where applicable.

Marketing Communications

Where you have consented to receive newsletters, updates, training information or resources, we may contact you using the details you have provided.

You can unsubscribe at any time by using the unsubscribe link included within emails or by contacting us directly.

Changes to This Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this page and the revision date will be updated accordingly.

We encourage you to review this policy periodically.

Contact

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Lucinda Pollard trading as emOTive Therapy

Email: hello@emotivetherapy.co.uk

Website: https://emotivetherapy.co.uk