Privacy Policy - Jennifer Pirtle Psychotherapy

Privacy Policy - Jennifer Pirtle Psychotherapy

Last updated 20 March 2026

Jennifer Pirtle PgDiP, Psychotherapist (UKCP, BACP), Internal Family Systems Therapist

In line with the Data Protection (Charges and Information) Regulations 2018 and the General Data Protection Regulation (GDPR), this privacy policy outlines how I collect, use, and protect your personal data as your therapist. I register annually with the Information Commissioner's Office (ICO). Please read this policy carefully to understand how I handle your personal data in compliance with GDPR and my insurers, Balens Insurance. If you have any questions or concerns, I'm happy to discuss them with you.

A. How I Collect Your Personal Information

  1. Information you provide when you contact me via email, my website (jenniferpirtle.com), the UKCP, IFS directory, or by phone/text to enquire about my services.

  2. Information shared through direct contact via my email (jennifer@jenniferpirtle.com).

  3. The intake form completed prior to our first session.

  4. Clinical process notes that I write on my Remarkable tablet, and reflective notes I keep to support my thinking and preparation between sessions.

  5. During online sessions (using either Cliniko, Google Meet, or Zoom), I do not record sessions.

B. Where I Store Your Personal Data

  1. Personal data collected through email or phone is securely stored and password-protected.

  2. Your intake form and contact details are kept securely in Cliniko, my practice management software. You can read about Cliniko's data security at cliniko.com/security.

  3. During and after sessions, I make notes on my Remarkable tablet using your initials only. I use an AI-assisted tool to help structure these into clinical process notes, which are then stored securely in Cliniko. Reflective notes generated during this process are also stored within the same AI-assisted tool but are not uploaded to Cliniko.

  4. The AI-assisted tool is GDPR compliant and uses your initials only -- no identifying information is included. Data may be processed on servers in the United States under Standard Contractual Clauses in line with UK GDPR requirements.

  5. I take all reasonable steps to ensure your data is treated securely and in accordance with this privacy policy.

C. How I Use Your Information

  1. I use your contact details to provide information about the services you've requested, to keep you updated on any changes, and to communicate about your availability.

  2. I use clinical process notes to fulfil my obligations as your therapist, and reflective notes to support my preparation and thinking between sessions.

  3. As part of my commitment to professional development, I attend regular supervision. In these sessions, your identity is protected, and only your first name is used to maintain confidentiality.

D. How Long I Keep Your Notes

  1. I will retain your contact details and clinical notes for the duration of our work together and for up to 7 years after our professional relationship ends, in line with UKCP guidelines.

  2. Your intake form, including contact details, will be safely disposed of after 7 years.

  3. Reflective notes are retained for the same period and disposed of securely after 7 years.

  4. Supervision notes will be kept for up to 7 years after supervision ends and then safely disposed of.

E. Your Rights

  1. You have the right to view, amend, or delete any personal information I hold about you. Any such request will be addressed within one month.

F. In the Event of a Data Breach

  1. If a data breach occurs, I am legally obligated to notify you and the Information Commissioner's Office (ICO) within 72 hours.

G. Disclosure of Your Personal Information

  1. In the event of my incapacity or death, your contact information will be shared with my two clinical executors, who will notify you accordingly.

  2. I may disclose your personal information if required by law (for example, if subpoenaed to court, or in situations involving safeguarding children or vulnerable adults, terrorism, or money laundering).

H. Complaints

  1. My work is governed by the UKCP Code of Ethics and Professional Practice, as well as the Complaints and Conduct Process. Any complaints will be handled in accordance with these guidelines, and disputes will be resolved under the civil law of England and Wales.

I. Changes to This Privacy Policy

  1. This privacy policy is reviewed and updated periodically. The latest version is always available at jenniferpirtle.com/privacy-policy. By confirming your agreement, you consent to the use and storage of your personal information as outlined above. You have the right to withdraw your consent at any time.