Privacy Policy - Jennifer Pirtle Psychotherapy

Last updated 4 March 2025

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 inquire about my services.

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

  3. The online assessment form completed prior to our face-to-face or online meetings.

  4. Brief content notes that I write on my Remarkable tablet.

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

B. Where I Store Your Personal Data

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

  2. Your online assessment form, including your contact details, is kept securely in Cliniko, my practice management software. (Read about Cliniko data security).

  3. Brief content notes are written on my Remarkable tablet are are anonymized using your initials and are password-protected.

  4. All content notes are stored securely in Cliniko.

  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 brief content notes to fulfil my obligations as your therapist.

  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 brief content 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 assessment form, including contact details, will be safely disposed of after 7 years.

  3. 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. I will notify you of any changes to this 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.