Privacy Policy

1. Introduction

Welcome to Nine Oaks Therapy. Your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website [www.nineoakstherapy.co.uk], in compliance with the General Data Protection Regulation (GDPR).

2. Information We Collect

We may collect and process the following data about you:

Personal Information: Name, email address, phone number, and any information you provide when contacting us through our website or during initial consultations.

Usage Data: Information about how you use our website, including IP address, browser type, and pages visited.

Cookies: Small files placed on your device to collect data about your visit to our website.

3. Legal Basis for Processing

We collect and process your personal information based on the following legal grounds:

Consent: You have given clear consent for us to process your personal data for a specific purpose.

Contract: The processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract (e.g., arranging therapy sessions).

Legal Obligation: The processing is necessary for us to comply with the law.

4. How We Use Your Information

We use the information we collect to:

Respond to your inquiries and provide information about our services.

Arrange and deliver therapy sessions.

Maintain appropriate clinical records.

Improve our website and user experience.

Analyse website usage and trends.

5. Sharing Your Information

We do not share your personal information with third parties except to:

Comply with legal obligations or respond to lawful requests by public authorities.

Protect the rights, property, or safety of Nine Oaks Therapy, our clients, or others.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. All therapy notes and consultation records are stored securely using encrypted systems.

7. Your Rights Under GDPR

You have the following rights regarding your personal information:

Right to Access – You can request a copy of the personal information we hold about you.

Right to Rectification – You can ask us to correct any inaccurate or incomplete information.

Right to Erasure – You can request that we delete your personal information, subject to certain conditions.

Right to Restrict Processing – You can ask us to restrict the processing of your personal information under certain circumstances.

Right to Data Portability – You can request to receive your personal data in a structured, commonly used, and machine-readable format.

Right to Object – You can object to the processing of your personal information under certain circumstances.

Right to Withdraw Consent – If you have given us consent to process your data, you may withdraw your consent at any time.

To exercise these rights, please contact us at molly.rudd@nineoakstherapy.co.uk.

8. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.

8.1 Brief Consultations (10–20 minutes)

If you book a short introductory call and choose not to begin therapy, we keep a minimal record of the consultation. This may include your name, the date of the call, the reason for your enquiry, and any relevant risk or safeguarding information.

These records are kept for up to 3 years, which reflects the timeframe in which a concern or complaint may reasonably be raised. After this period, they are securely deleted.

8.2 Therapy Notes

If you begin therapy, we keep brief clinical notes to support safe and effective practice. These notes are stored securely and retained for up to 7 years after therapy ends, in line with professional and insurance guidance.

If therapy ends while you are under 18, records are kept until your 25th birthday, in line with safeguarding recommendations.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website.

10. Contact Us

If you have any questions about this Privacy Policy or our treatment of your personal information, please contact us at:

Nine Oaks Therapy 

Email: molly.rudd@nineoakstherapy.co.uk 

Phone: +447362 400497

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

Thank you for visiting Nine Oaks Therapy. We are committed to protecting your privacy.