Last updated: June 2026

1. Who I am

I am Kim Clayden, of Online-Psychotherapist.com, providing therapy services via secure online platforms.

I am registered with the Information Commissioner’s Office (ICO) and comply with UK data protection law, including the UK GDPR and Data Protection Act 2018.

Contact details:
Email: kim@online-psychotherapist.com

2. Commitment to your privacy

Your privacy and confidentiality are central to my work.

Any personal information you share is treated with care, respect, and in line with professional ethical standards for psychotherapy. This includes sensitive information relating to your mental health and wellbeing.

3. How I collect your information

I collect personal information when you:

  • Complete my initial consultation form
  • Contact me by email
  • Book or attend online therapy sessions
  • Use my website

4. What information I collect

Initial contact

When you first get in touch, I may collect:

  • Name
  • Email address
  • Phone number

During therapy

If you become a client, I may also collect:

  • Information you choose to share during sessions
  • Therapy notes
  • Relevant health or well-being information

This information is classified as “special category data” under UK GDPR.

Website usage

I may collect limited technical data, such as:

  • IP address
  • Browser type
  • Pages visited

5. How I use your information

I use your information to:

  • Respond to enquiries
  • Arrange and provide therapy sessions
  • Maintain professional records
  • Support your safety and wellbeing
  • Meet legal, ethical, and professional requirements

6. Lawful basis for processing

Under UK GDPR, I rely on the following lawful bases:

  • Consent – when you submit enquiries or forms
  • Contract – when providing therapy services
  • Legal obligation – where record-keeping is required
  • Legitimate interests – for basic website functionality

For sensitive data (health-related), I rely on:

  • Provision of health care
  • Explicit consent

7. Confidentiality and its limits

All information shared in therapy is kept confidential.

However, confidentiality may be limited where:

  • There is a risk of serious harm to you or others
  • There are safeguarding concerns
  • Disclosure is required by law

Where appropriate, I will always aim to discuss this with you first.

8. How your information is stored and kept secure

I use secure, reputable systems to store and process your information, including:

  • Microsoft 365 Business (email and data storage)
  • Microsoft Teams (video sessions)
  • Google Forms (initial consultation form)

To protect your data, I use:

  • Strong, unique passwords
  • Biometric security (fingerprint access) on devices
  • Encrypted and password-protected systems
  • Secure, access-controlled devices
  • Regular software and security updates

All personal data is handled confidentially and only accessed when necessary.

9. Sharing your information

Your information is kept strictly confidential and is not shared for marketing purposes.

It may be shared only where necessary:

  • With trusted service providers (e.g. Microsoft, Google) to deliver services
  • If required by law
  • Where there is a serious risk of harm

Where possible, I will inform you before any sharing takes place.

10. International data transfers

Some services I use (such as Microsoft and Google) may process data outside the UK.

In these cases, appropriate safeguards are used, such as:

  • UK-approved transfer mechanisms
  • Standard contractual clauses

11. How long I keep your data

I only keep personal data for as long as necessary:

  • Enquiries: retained for a limited period if no ongoing work
  • Client records: kept in line with professional and insurance requirements

You are welcome to contact me for more specific retention details.

12. Your data protection rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data (where applicable)
  • Restrict processing
  • Object to processing
  • Request the transfer of your data
  • Withdraw consent at any time

To exercise your rights, please get in touch with me using the details above.

13. Cookies

My website may use basic cookies to:

  • Ensure the site works properly
  • Understand website usage

You can manage or disable cookies through your browser settings.

14. Complaints

If you have any concerns about how your data is handled, please get in touch with me first.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

https://ico.org.uk

15. Updates to this policy

This Privacy Policy may be updated from time to time. The most current version will always be available on my website.