Privacy Policy
My commitment to your privacy
Protecting your personal information is an important part of the trust that sits at the heart of therapy. I want you to feel confident that what you share with me is treated with care, respect and confidentiality.
This privacy policy explains, in straightforward terms, what information I collect, why I need it, how I look after it and what your rights are.
I’m Jemma Kane, a psychotherapist offering individual and couples therapy through Jemma Kane Psychotherapy.
You can contact me at hello@jemmakanetherapy.co.uk.
I am registered with the Information Commissioner’s Office (ICO). My registration number is ZB654569.
What information I collect
When you get in touch or begin therapy with me, I only collect information that I need to provide therapy and manage our work together.
This may include:
your name and contact details, such as your email address and telephone number;
information you choose to share when you first get in touch;
information relevant to our therapeutic work;
brief session notes;
appointment information;
relevant correspondence between us; and
payment and invoicing information.
Therapy naturally involves talking about personal and sometimes sensitive things. Some of the information you share may relate to your physical or mental health, relationships or other aspects of your life.
Some of this information is classed as special category data under UK data protection law and receives additional protection.
I only collect information that is relevant to providing therapy and managing our work together.
How I collect your information
Most of the information I hold comes directly from you.
This may be when you:
contact me by email, telephone or through my website;
complete an enquiry form;
arrange or attend a therapy session;
communicate with me about appointments; or
share information with me during our therapeutic work.
If you contact me through my website, the information you enter into the enquiry form is sent to me so that I can respond to you.
Why I collect and use your information
I need to collect and use personal information in order to respond to enquiries, arrange and provide therapy, communicate with you about appointments, maintain appropriate records and meet my professional, financial, legal and insurance responsibilities.
The legal basis I rely on for processing personal information relating to our therapeutic work is:
Article 6(1)(b) UK GDPR — processing is necessary for the performance of the therapeutic contract between us, or to take steps at your request before we begin working together.
Because therapy can involve information about your health and wellbeing, some of the information I process is classed as special category data.
The legal basis I rely on for processing this information is:
Article 9(2)(h) UK GDPR — processing is necessary for the provision of health or social care or treatment.
Data Protection Act 2018, Schedule 1, Part 1, paragraph 2 — processing for health or social care purposes, subject to professional confidentiality requirements.
How I keep your information
I keep brief therapy notes electronically on a password-protected computer. Access to these records is restricted to me, Jemma Kane.
Administrative information, such as contact details, appointment information, invoices and relevant correspondence, may also be stored electronically.
I take reasonable steps to protect the personal information I hold from unauthorised access, loss, alteration, misuse or disclosure.
I use Microsoft Outlook for email communication and Zoom for online therapy sessions.
My website is hosted by Squarespace, which is also used to receive enquiries submitted through the website.
Professional supervision
As part of practising safely and ethically, I attend regular professional supervision.
Supervision gives me an opportunity to reflect on my work and is an important part of maintaining professional and ethical standards.
I may discuss aspects of our therapeutic work with my supervisor, but I do so anonymously. I don't share your name or other identifying information.
My supervisor is also bound by their own professional and confidentiality obligations.
Who else may process your information
I use a small number of third-party services to help me run my practice. These include:
Microsoft Outlook — for email communication;
Zoom — for online therapy sessions; and
Squarespace — for my website and website enquiries.
These services may process limited personal information in order to provide their services.
I don't sell your personal information or share it with anyone for marketing purposes.
If your therapy is funded through a third party, such as a health insurance provider, I may need to share limited information with them for purposes such as confirming authorisation, administering your treatment, invoicing or receiving payment. I will only share information that is necessary for that purpose.
Confidentiality
What you share with me in therapy is treated as confidential.
There are, however, some circumstances where I may need to share information. These may include:
where I believe there is a serious risk of harm to you or someone else;
where there is a safeguarding concern involving a child or vulnerable adult; or
where I am required to disclose information by law.
Wherever possible and appropriate, I would talk this through with you first.
The limits of confidentiality will also be explained when we begin working together.
How long I keep your information and why
I need to keep some information after our work together ends in order to meet my professional, financial, legal and insurance responsibilities.
Keeping appropriate records also means that I can respond if a question, complaint, insurance matter or legal issue arises after therapy has ended.
Different types of information are kept for different lengths of time.
Therapy records
I keep therapy records for five years after our work together ends, in line with the requirements of my professional indemnity insurance provider.
At the end of this period, the records are securely deleted.
Enquiries that don't lead to therapy
If you get in touch but we don't go on to work together, I keep your enquiry and contact information for 12 months after our last contact.
After this time, the information is securely deleted.
Website enquiries
Information submitted through my website contact form is treated in the same way as other enquiries and is kept for 12 months after our last contact if we don't go on to work together.
If you become a client, information from your enquiry that is relevant to our work may become part of your client record. It will then be kept in accordance with the five-year therapy-record retention period above.
Financial records
I keep financial records and invoices for as long as required for tax, accounting and HMRC purposes.
I don't keep personal information for longer than I need it unless there is a professional, financial, insurance or legal reason for doing so.
Secure deletion
Once the relevant retention period has passed, records are securely deleted.
I don't retain records beyond the relevant retention period unless there is a specific professional, financial, insurance or legal reason that requires me to do so.
Your rights
You have rights in relation to the personal information I hold about you.
Depending on the circumstances, these may include the right to:
Access your information
You can ask for a copy of the personal information I hold about you.
Correct your information
If information I hold about you is inaccurate or incomplete, you can ask me to correct it.
Request deletion
In some circumstances, you can ask me to delete personal information I hold about you.
The right to erasure isn't absolute. There may be circumstances where I need to retain certain information to meet my professional, financial, insurance or legal responsibilities.
If you ask me to delete information and I'm unable to do so, I will explain why and, where possible, tell you how long the information needs to be retained.
Restrict how your information is used
In certain circumstances, you can ask me to restrict the way I use your personal information.
Object to certain uses of your information
Depending on the circumstances and the legal basis being relied upon, you may have the right to object to certain types of processing.
If you'd like to ask about the information I hold about you or exercise any of your data protection rights, you can contact me at hello@jemmakanetherapy.co.uk.
Cookies and this website
This website uses cookies and similar technologies to help it work properly and, where enabled, to understand how visitors use the site.
Some cookies are necessary for the website to function. Others, such as analytics cookies, are only used where you have given permission through the cookie banner.
You can choose whether to accept non-essential cookies when you visit the website and can change your preferences through the cookie settings.
Squarespace may also process limited technical information when you visit the website in order to provide, maintain and secure the site.
Making a complaint
If you have any concerns about how I collect, use or store your personal information, please contact me in the first instance. I will do my best to address your concerns.
You can contact me at hello@jemmakanetherapy.co.uk.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information Commissioner's Office
Telephone: 0303 123 1113
Changes to this policy
I review this privacy policy regularly and may update it if the way I collect, use or store personal information changes.
Last updated: September 2026