Your Privacy at Clear View Counselling

Who I am

I’m Melody Ableson, trading as Clear View Counselling, and I am responsible for looking after your personal information (this is known as being the data controller).
Address: The Cedars, 4 Woodgate Avenue, Northaw, Hertfordshire, EN6 4EW
Phone: 07836 279337
Email: melodyableson1@outlook.com

I am registered with the Information Commissioner’s Office (ICO) and follow UK data protection law, including the UK GDPR and Data Protection Act 2018.

What information I collect
When you contact or work with me, I may collect:

What information I collect

When you contact or work with me, I may collect:

• Your name and contact details
• Your date of birth
• Your GP’s details
• Relevant medical or mental health history
• Information you choose to share during sessions
• Brief session notes to support your care
• Forms such as intake paperwork, agreements, and questionnaires

If you are referred by a GP or another professional, I may receive your details from them with your knowledge.

Why I collect this information

I use your information to:

• Provide counselling safely and effectively
• Arrange and manage appointments
• Keep appropriate clinical records
• Communicate with you
• Meet legal, ethical, and insurance requirements

The legal basis for using your data

UK data protection law requires me to explain the legal reasons for using your information.

• To provide counselling services: I use your data because it is necessary to carry out our counselling agreement.
• Health information: Because counselling involves sensitive health information, I rely on the legal basis that allows health professionals to provide care and treatment.

Confidentiality and when it may be broken

Everything you share in counselling is treated as confidential. However, there are rare situations where I may need to share information, such as:

• If there is a serious risk of harm to you or someone else
• If there are safeguarding concerns about a child or vulnerable adult
• If I am required to do so by law (for example, a court order or certain criminal matters)

Where possible, I will talk this through with you before sharing any information.

Professional supervision

Like all registered counsellors, I discuss my work in regular supervision to make sure I am providing safe and effective support. I avoid sharing identifying details wherever possible, and supervisors are also bound by strict confidentiality.

Who I may share your information with

I do not routinely share your personal information. However, I may share limited details where necessary:

• With your GP or another healthcare professional, if you agree
• With my clinical supervisor in anonymised or pseudonymised form
• With my accountant for tax and business records
• If I am legally required to do so

How I keep your information safe

I take practical steps to protect your data:

• Paper records are stored in a locked filing cabinet
• Electronic information is stored on password‑protected devices
• My phone is passcode‑protected and securely backed up
• Emails are stored within my secure Outlook account

Online counselling

If we work together online, I use Zoom for video sessions. Zoom is a third‑party service that processes some data on my behalf, and appropriate safeguards are in place to protect your privacy.

My website and cookies

When you visit my website, some basic information is collected automatically, such as how many people visit different pages. This helps me understand how the website is used and improve it.

Website provider and hosting
My website is hosted and managed by Cravenplan Computers Ltd. As part of providing hosting and security, they may temporarily process technical data such as IP addresses and form submissions.

Contact forms
If you complete a contact form on my website, your message is temporarily stored by the website host before being securely sent to my email inbox.

Cookies
Like most websites, cookies are used to help the site function and to collect anonymous usage statistics. You can control or delete cookies through your browser settings.

How long I keep your information

If you contact me but decide not to start counselling, I will delete your details within one week unless you ask me to delete them sooner.

If you become a client, I keep your records for seven years after counselling ends. This is in line with professional guidance and insurance requirements. After this time, your records are securely destroyed.

Your rights

You have several rights under data protection law. These include the right to:

• Ask for a copy of the information I hold about you
• Ask me to correct information that is inaccurate
• Ask me to delete your information in certain circumstances
• Ask me to limit how your information is used
• Object to how your information is used in some situations
• Request a copy of your data in a portable format

You can contact me at any time to exercise these rights.

Complaints

If you have any concerns about how I handle your data, please feel able to raise this with me first. You also have the right to contact the Information Commissioner’s Office (ICO):
Website:https://www.ico.org.uk
Telephone: 0303 123 1113