My Contact Details
Name: Clare Barton-Knott
Address: Please email me for these details
Phone: Number: Please email me for these details
E-mail: clare@clarashi.co.uk
The Type of Personal Information I Collect
We currently collect and process the following information:
Personal identifiers, contacts and characteristics.
o Name
o Email address
o Payment details
o Online communication details e.g. Zoom, Teams etc.
o Telephone number
o Recordings of sessions for training purposes only (in rare instances, but your written agreement will always be sought beforehand)
How I Get your Personal Information and Why
Most of the personal information I process is provided to me directly by you when you fill out my online contact form, for one of the following reasons:
To arrange appointments
To review our sessions
To consider tools that may compliment my services
For the review by accreditation or professional bodies of the services I offer
To formulate the therapy/coaching contract/agreement
I use the information that you have given to me to contact you and for services I provide. These services may include the use of external website tools. Our privacy policy does not cover external websites.
I may share this information with other care professionals. I will only do this with your prior consent unless life or safety are considered threatened.
I may share this information with relevant legal authorities if I am required to do so.
How I Store Your Personal Information
Your information is securely stored. Any paper information, including hand written notes will be locked in a filing cabinet. Any electronic data will be stored on passworded devices.
I keep information for 7 years for ease of re-engagement and for insurance reasons. This is standard practice within the therapy profession. I will then dispose of your information by permanently deleting the files and shredding any paper format data. You are able to request that any of your personal data is disposed of prior to that period by contacting the person at the top of this policy.
For financial and accounting purposes, I am legally required to retain basic information such as your name, contact details, and payment records for up to 6 years, in line with HMRC requirements. All data is stored securely and only the minimum necessary information is kept.
Contract - to provide therapy or coaching services you have requested.
Legitimate Interests - to maintain clinical notes, manage my business, and ensure appropriate service delivery.
Consent - for optional activities such as recording sessions.
Legal Obligation - for financial record keeping (HMRC) and safeguarding requirements.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases I rely on for processing your personal data include:
Your Data Protection Rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask me for copies of your personal information.
Your right to rectification - You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.
Your right to erasure - You have the right to ask me to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask me to restrict the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that I transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at clare@clarashi.co.uk if you wish to make a request.
How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to us at pslcoachclare@gmail.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk