Privacy Notice

Introduction 

Happy Hatching Mind is committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation. 

This Privacy Notice explains how personal information is collected, used, stored, shared, retained and disposed of when providing counselling, supervision, safeguarding consultancy, training, and related services. 

Data Controller 

The Data Controller is: Happy Hatching Mind
Sole Trader 

Email: info@happyhatchingmind.co.uk 

Address: Available on request 

The Data Controller is responsible for determining how and why your personal information is processed. 

The Information We Collect 

The information collected will depend on the nature of the service being provided. 

Counselling Clients 

Information may include: 

• Name, date of birth and contact details 

• Emergency contact information 

• GP details 

• Relevant health and wellbeing information 

• Assessment information 

• Session notes and records 

• Correspondence and communications 

• Invoices and payment records 

• Safeguarding information where applicable 

Children and Young People 

Where services are provided to individuals under the age of 18, information may also be collected from parents, carers, schools, or other professionals where appropriate and lawful. 

Supervisees 

Information may include: 

• Contact details 

• Professional registration information 

• Supervision records 

• Professional development records 

• Safeguarding discussions relevant to professional practice 

Consultancy and Training Clients 

Information may include: 

• Contact details 

• Organisation details 

• Project documentation 

• Attendance records 

• Training evaluations 

• Correspondence and contractual information 

Website Users 

The website may collect: 

• Information submitted through contact forms 

• Email enquiries 

• Technical information generated through website usage 

• Cookie-related information where applicable 

Why We Process Personal Information 

Personal information is processed for the following purposes: 

• Providing counselling services 

• Providing supervision services 

• Delivering safeguarding consultancy 

• Delivering training and educational services 

• Maintaining professional records 

• Managing appointments 

• Communicating with clients and organisations 

• Issuing invoices and maintaining financial records 

• Meeting legal, ethical and professional obligations 

• Managing safeguarding concerns 

• Defending or establishing legal claims where necessary 

Lawful Bases for Processing 

The lawful basis relied upon will depend on the nature of the information being processed. 

These may include: 

Contract 

Processing necessary to provide counselling, supervision, consultancy or training services. 

Legal Obligation 

Processing necessary to comply with legal and regulatory responsibilities. 

Legitimate Interests 

Processing necessary for the safe and effective operation of the practice, including maintaining records, supervision, professional accountability and business administration. 

Vital Interests 

Processing necessary to protect an individual from serious harm. 

Special Category Data 

Health information and other special category data are processed under the provisions relating to health, safeguarding, counselling and the establishment, exercise or defence of legal claims where applicable. 

Confidentiality and Information Sharing 

Information shared during counselling is treated confidentially. 

However, information may be disclosed where: 

• There is a serious risk of harm to the client or another person 

• There are safeguarding concerns involving a child or vulnerable adult 

• Disclosure is required by law 

• Disclosure is required by a court order 

• Disclosure is necessary for the prevention or detection of serious crime 

• Professional consultation or supervision is required 

Where information is shared, only information necessary for the stated purpose will be disclosed. 

Professional Supervision 

As part of ethical practice, counselling work is discussed within professional supervision. 

Information presented in supervision is minimised wherever possible and identifying details are limited to those necessary for safe and effective professional practice. 

Third-Party Service Providers 

Personal information may be processed using trusted service providers who support the operation of the practice. 

These may include: 

• Microsoft 365 

• OneDrive 

• Microsoft Outlook 

• Google Workspace 

• Google Forms 

• Accounting providers 

• Website hosting providers 

• Professional indemnity insurers 

Appropriate safeguards are used when selecting and working with service providers. 

International Transfers 

Some service providers may process data outside the United Kingdom. 

Where this occurs, appropriate safeguards will be used to ensure personal information receives an equivalent level of protection as required under UK data protection law. 

Security of Information 

Reasonable technical and organisational measures are implemented to protect personal information. 

These measures may include: 

• Password protection 

• Multi-factor authentication 

• Device encryption 

• Secure cloud storage 

• Access controls 

• Regular software updates 

• Secure disposal procedures 

No method of transmission or storage can be guaranteed to be completely secure; however, every reasonable effort is made to protect personal information. 

Retention of Records 

Counselling records are retained for a minimum of seven years following the conclusion of therapy. 

Where the client was under the age of 18 when therapy ended, records are normally retained until the client's twenty-fifth birthday. 

Records may be retained for longer where required for legal, regulatory, safeguarding, insurance or professional reasons. 

At the end of the retention period, records will be securely destroyed or permanently deleted. 

Further details are available within the Records Retention and Secure Disposal Policy. 

Your Rights 

Under UK data protection law, individuals may have the right to: 

• Access their personal information 

• Request correction of inaccurate information 

• Request erasure of information in certain circumstances 

• Restrict processing in certain circumstances 

• Object to processing in certain circumstances 

• Request transfer of information where applicable 

• Withdraw consent where consent is relied upon 

Not all rights apply in all circumstances. 

Requests should be made to: 

info@happyhatchingmind.co.uk 

Subject Access Requests 

Individuals may request a copy of personal information held about them. 

Requests will normally be responded to within one calendar month. 

Further details are available within the Subject Access Request Procedure. 

Data Protection Complaints 

If you have concerns regarding how your personal information has been handled, you are encouraged to contact Happy Hatching Mind in the first instance. 

Details of how concerns are investigated can be found within the Data Protection Complaints Procedure. 

Complaints to the Information Commissioner's Office 

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). 

The ICO is the UK's independent authority responsible for upholding information rights. 

Changes to this Privacy Notice 

This Privacy Notice may be reviewed and updated periodically to reflect changes in legal requirements, professional guidance, services provided, or operational practices. 

The most current version will always be available upon request and, where applicable, on the website.