Privacy Policy

At Kerry Birch Therapy, I understand that sharing personal information can feel sensitive. Protecting your privacy and keeping your information confidential is an important part of my work. This Privacy Policy explains how I collect, use, store and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


Data controller:

Kerry Birch Therapy
10 Berber Road, London SW11 6RZ


If you have any questions about this Privacy Policy or how your information is handled, please get in touch using the contact details on this website.


1. Contacting me through the website

If you contact me using the website contact form, you will be asked to provide your name, email address and any information you choose to include in your message.

I will only use this information to respond to your enquiry and discuss my therapy services.


How your enquiry is handled


  • Your message is sent securely via Microsoft 365 Outlook, which complies with UK GDPR requirements.
  • Your enquiry is not stored on the website once it has been submitted.
  • If you decide not to begin therapy, your enquiry details will usually be deleted within three months of our last communication.
  • If we begin working together, the information you have provided will become part of your confidential client record.
  • Your personal information will never be used for marketing purposes or shared with third parties.

2. Information I collect


If you decide to begin therapy, I will ask for some additional information so that I can provide a safe and effective service. This may include:


  • Your contact details
  • Relevant medical or health information
  • Emergency contact information where appropriate
  • Any other information that supports your therapy

During our work together, I will also keep brief clinical notes to help me provide ongoing care and maintain professional records.


How your information is stored


Your records, including session notes, are stored securely on an encrypted hard drive within a password-protected computer. Any paper files are filed in a lockable filing cabinet at the address above and are not transported physically between sessions.


Email correspondence is managed through Microsoft 365 Outlook, which provides encrypted services and GDPR-compliant data processing.


Your information will remain confidential and will only be shared if:


  • I am legally required to do so; or
  • I believe there is a serious risk of harm to you or someone else.

Where disclosure is necessary, I will only share the minimum amount of information required and will do so securely wherever possible.


3. How long do I keep your information


I only keep your personal information for as long as necessary to meet legal, professional and insurance requirements.


Retention periods


  • Client records, including session notes, consent forms and correspondence, are normally kept for five years after therapy ends.
  • If you were under 18 when therapy took place, your records will usually be retained until seven years after your 18th birthday.

Retention periods are reviewed regularly to ensure they remain in line with current legal and professional guidance.


Secure disposal


When records are no longer required:


  • Digital files are permanently deleted using secure data deletion methods.
  • Any paper records are confidentially destroyed.

4. Keeping your information safe


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


Although I do everything reasonably possible to keep your data secure, no internet-based service can guarantee complete security. Email, in particular, carries some inherent risks, including the possibility of interception or unauthorised access. I remain mindful of these risks and use secure systems wherever possible to minimise them.


5. Your right to access your information


Under UK GDPR, you have the right to request access to the personal information I hold about you. You may also ask for inaccurate information to be corrected or, where appropriate, request that your information be deleted.


Making a request

  • Requests should be made in writing, usually by email.
  • I may ask for proof of identity before releasing any information.
  • I will normally respond within one calendar month.
  • In exceptional circumstances, some information may be withheld if releasing it could cause serious harm to you or another person, in line with legal guidance.

A record will be kept of all requests and responses.


6. How your information is used


By choosing to work with Kerry Birch Therapy, you acknowledge that your personal information will be collected, stored and processed in accordance with this Privacy Policy and UK data protection law.


Your information is used only for purposes connected with providing therapy and maintaining appropriate professional records.

If you receive optional communications, such as appointment reminders by email, you can withdraw your consent at any time by letting me know in writing.


7. Cookies


This website uses cookies to help it function correctly, improve your experience and understand how visitors use the site.


The website may use:

  • Essential cookies – required for the website to operate safely and securely.
  • Performance and analytics cookies – which collect anonymous information to help improve the website.
  • Hosting and security cookies – used by Duda.co to maintain the security and reliability of the website.

When you visit the website, you can choose whether to accept non-essential cookies. Essential cookies remain active because they are necessary for the website to function securely.


Cookies do not collect personal information such as your name or email address.

 

8. Website hosting and security


This website is hosted by Duda, who act as a data processor under UK GDPR.


GoDaddy may process limited technical information, such as IP addresses, browser type and security logs, to maintain the security and performance of the website.


The website uses SSL encryption to help protect information transmitted between your device and the website.

No confidential therapy records or session notes are stored on the website or its hosting servers.


9. Your rights

Under UK GDPR, you have the right to:


  • Access the personal information I hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request restriction or deletion of your personal information where appropriate.
  • Request a copy of your information in a portable format in certain circumstances.

If you wish to exercise any of these rights, please contact me in writing.


10. Complaints

If you have any concerns about how your personal information has been handled, I encourage you to contact me first via kerrybirchtherapy@icloud.com so that I can try to resolve the issue.

I will acknowledge your enquiry and aim to respond within 30 days.


If you remain unhappy with the outcome, you have the right to contact the Information Commissioner's Office (ICO), the UK's independent authority for data protection.


Information Commissioner's Office (ICO)

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

Telephone: 0303 123 1113
Textphone: 18001 followed by 0303 123 1113


You also have the right to make a complaint directly to the ICO if you believe your personal information has not been handled in accordance with data protection law.