Privacy Policy

Privacy Notice

Mindset by K is committed to protecting your privacy and handling your personal information responsibly, securely, and in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

This Privacy Notice explains what personal information I collect, why I collect it, how it is stored, how long it is retained, and your rights regarding your personal data.

Mindset by K is registered with the Information Commissioner's Office (ICO).

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1. Data Controller

The Data Controller is:

Mindset by K
Email: mindsetbyk@gmail.com
Website: www.mindsetbyk.co.uk

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2. Information I Collect

I collect personal information when you contact me to enquire about counselling services, book an appointment, complete website contact forms, or engage in counselling sessions.

This information may include:

• Name

• Email address

• Telephone number

• Address (where relevant)

• Emergency contact details

• GP details (where relevant)

• Information relating to your counselling needs and wellbeing

• Session notes and records

I only collect information that is necessary to provide safe and effective counselling services.

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3. Lawful Basis for Processing

The lawful basis for processing your personal information is my legitimate interest in providing counselling services and managing my professional practice.

Where special category data is processed (such as information relating to mental health), processing is necessary for the provision of health and counselling services and is carried out in accordance with applicable data protection legislation.

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4. How Your Information Is Used

Your personal information is used to:

• Respond to enquiries

• Arrange and manage appointments

• Provide counselling services

• Maintain clinical records

• Meet professional, ethical, insurance, and legal requirements

• Protect clients or others where there is a safeguarding concern or risk of serious harm

Your information will not be sold or shared with third parties for marketing purposes.

Information will only be disclosed without your consent where:

• There is a legal obligation to do so

• There is a safeguarding concern involving a child or vulnerable adult

• There is a serious risk of harm to yourself or others

• Disclosure is required by a court order or other legal authority

Where possible, any disclosure will be discussed with you beforehand.

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5. Website Visitors

When you visit www.mindsetbyk.co.uk, certain information may be collected automatically.

Google Analytics

I use Google Analytics to understand how visitors use my website and to help improve the services and information provided.

Google Analytics collects information such as:

• Pages visited

• Time spent on the website

• Device type

• Browser type

• General location information

This information is anonymised and does not identify individual visitors.

You can find Google's Privacy Policy on their website.

Website Contact Forms

If you complete a contact form on my website, the information you provide may be temporarily stored by the website hosting provider before being securely transmitted to me.

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6. Social Media and Messaging Platforms

If you contact me through social media platforms such as Facebook, Instagram, or Messenger, please be aware that these platforms are operated by third parties.

Messages sent through social media may not be encrypted and may be stored on the platform's servers in accordance with their own privacy policies.

For confidential matters, email is generally the preferred method of contact.

 

7. Storage and Retention of Records

Client records are stored securely using appropriate technical and organisational measures.

Counselling records are retained for seven years following the end of therapy, after which they are securely destroyed.

Information relating to enquiries that do not result in counselling may be retained for a shorter period where appropriate.

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8. Security

I take reasonable steps to protect the personal information you provide from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

Security measures may include:

• Password-protected devices

• Secure storage systems

• Encrypted services where appropriate

• Regular software updates

Email communication is not completely secure unless encrypted. While every effort is made to maintain secure systems, no electronic communication can be guaranteed to be entirely secure.

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9. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data I hold about you

• Request correction of inaccurate information

• Request deletion of information where appropriate

• Restrict or object to processing in certain circumstances

• Request transfer of your information where applicable

• Withdraw consent where consent is the lawful basis for processing

• Lodge a complaint regarding the use of your personal information

To exercise any of these rights, please contact:

Email: mindsetbyk@gmail.com

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10. How to Make a Complaint

If you are unhappy with how I have handled your personal information, I encourage you to contact me first so that I can investigate and attempt to resolve the issue.

You can make a complaint by:

• Emailing: mindsetbyk@gmail.com

• Using the contact form on www.mindsetbyk.co.uk

I will acknowledge your complaint within 30 days and investigate it without undue delay.

If, after I have responded, you remain dissatisfied, you have the right to raise your concerns with the Information Commissioner's Office (ICO).

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113

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11. Changes to This Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes in legislation, professional requirements, or the way services are provided.

The most recent version will always be available on the Mindset by K website.

Last updated: June 2026